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UPFRP Turnover/SOP Procedures

Welcome……………………………………………………………………………………………… 2 Before You Get Started…………………………………………………………………………

Command Billets

DRC/URC Billet Basics

Change of Command Responsibilities

Battle Rhythm

UPFRP Contacts

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Getting Started……………………………………………………………………………………. 9 DRC Appoint Letter……………………………………………………………………………… 11 Introduction to Voice Messaging System…………………………………………….. 12 Methods of Communication ………………………………………………………………..

Example Welcome Email to Spouse

Example Welcome Email to Family Member

Example Welcome Letter by Mail

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Check-Ins/Check-Outs ………………………………………………………………………… 19 UPFRP Information Technology Capabilities ………………………………………. 21 UPFRP Official Communication Process …………..…………………………………. 22 Volunteer Management ……………………………………………………………………..

Sample Volunteer Appointment Letter- Advisor

Sample Volunteer Appointment Letter- Assistant

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Training Requirements ……………………………………………………………………….. 28 eHQMC SharePoint Registration …………………………………………………………. 29 Readiness and Deployment Contact Info……………………........................... 33 Unit & Family Readiness Funding/Budget..…………………………………………..

Expenditure Request Example (NAVMC 11652)

Prize Log Example

Debit Card Request Form

Debit Card User Request Letter

Debit Card Reconciliation Form

Responsible Officer Appointment Letter

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Human Resources Information…………………………………………………………….

Timekeeping/Payroll

Evaluations

Required Training

Example Time Card Approver Appointment Letter

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Frequently Used Forms Meeting Agenda Example………………………………………………………………… 46 NAVMC 11652: Expenditure Request/Funds Request...……………….….. 47 NAVMC 11654: Authorized Contact Data Sheet………………………………. Visit UPFRP Gear Locker NAVMC 11657: UPFRP Opt-Out Form………………………………………………. Visit UPFRP Gear Locker NAVMC 11653: UPFRP Volunteer Application………………………………….. Visit UPFRP Gear Locker DD 2793: UPFRP Volunteer Agreement Form ………………………………….. Visit UPFRP Gear Locker List of Orders and Directives Pertaining to the UPFRP 48

List and Status of Pending Projects and Tasks 50

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WELCOME TO THE TEAM!

Congratulations on being selected as the new Deployment Readiness Coordinator! Trust me when I say that this job is very unique and will probably prove to be unlike any other position you have or will ever hold! You will have your good days, bad days, stressful days, and days you just want to give up. Then the golden moment comes; the one when someone you have truly helped comes to say "thank you," and then the all is right in the world! Those are the times when you will truly understand what it is to be a DRC and why the position is such an important one. When you begin this job, it will be overwhelming and you will feel like you can never have enough hours in the day! Prioritize your work, do not hesitate to ask questions and get guidance from other DRCs. Historically, the assigned DRCs have been amazing at helping one another and working together to help each other succeed in their roles as a DRC. Hopefully this tradition will continue within the command. Once you start your position, you will be limited in the capabilities to perform your job until you have received your Common Access Card (CAC). This is needed to access your government computer. The majority of your work will be done via computer in some way, shape, or form. You can access the computers at the closest library to complete your work as you wait for your government computer access. As long as you have access to a computer, you can do some of your duties. The time away from work, on the other hand, may prove problematic at times. However, do not fret! There are other very important things you can do until the time you receive your CAC access. Of course you will want to meet the leaders of the unit. The most important leaders you will work with in the unit are the Commanding Officer (CO), Executive Officer (XO), and Sergeant Major (SgtMaj). They are part of the Command Team and keeping a positive professional relationship with them is of the utmost importance! The section leaders are also extremely important to get to know and begin developing a positive working relationship with. They will help you should you ever need them.

At some point in time, hopefully within the first week, you will need to meet with the CO to establish written goals and objectives using the standard NAF Performance Appraisal Form. This is important as it will be used, in large part, to determine the outcome of your End of Year Performance Appraisal submission. You will need to discuss your schedule and accountability procedures, required reports, meeting times, etc. Most importantly, you will learn what his/her expectations and visions are for you and the unit’s Unit, Personal and Family Readiness Program. The following turnover binder will cover some of the important aspects of the job, tidbits to be aware of, procedures for events, etc. There will not be an abundance of information that is provided by MCO 1754.9A in this binder as it is your responsibility to read the order and get that information first hand. This binder will, however, act as a guide to help you with your duties. Please keep this binder up to date as information, rules and regulations, procedures, and official guidance for the program are ever changing. Further, information given in New Employee Orientation (NEO) will not be covered in great detail in this binder. It is a good idea to have the information you were given in NEO (i.e. time card access, annual/sick leave procedures, etc.) on hand in an employee binder for your future reference. You can locate a list of upcoming unit events in the back of the binder.

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Before You Get Started Command Billets. Understanding the key command billets can greatly assist you in succeeding in your role as the DRC/URC. Although not all inclusive, the below gives you a general breakdown of the nature of a few billets you will work with frequently as the DRC/URC.

Commanding Officer (CO) Your reporting chain within the command is directly to the Commanding Officer (CO). However, as part of the staff, your day-to-day interaction with the CO may be limited. You may interact mostly with the Executive Officer (XO) and Sergeant Major (SgtMaj). Depending on the needs of the subordinate commands, you may report to more than one CO in support of the UPFRP. The CO Gives intent and direction for all facets of the Unit, Personal and Family Readiness Program. Ensure you provide the CO with a “read ahead” for meetings and other events involving the CO NLT 72 hours prior to an event. The adjutant (Adj) will make copies and deliver it to the CO or you will be given instructions on how to route documents up to the CO. The Adj, XO, or SgtMaj will keep you informed of any changes or modifications the CO wants to make. They may ask you for the “trons” if they want the electronic version of the document. Executive Officer (XO) The XO manages all staff officers within the unit and may be your point of contact (POC) for day-to-day guidance as a staff member. Run everything through the XO, such as documents, planning dates, issues and concerns, etc., unless the CO directs otherwise. In those cases, always Cc the XO/SgtMaj (if necessary). The XO is usually the POC for HR-related issues, such as leave slips/time card approval. The XO may also serve as a Responsible Officer (RO) to approve Unit and Family Readiness Funds (U&FRF). The XO and SgtMaj usually have an open door policy. Take advantage of that to learn from their experience and insight. Sergeant Major (SgtMaj) The SgtMaj will be your POC for all enlisted matters and quality of life issues for single Marines. The SgtMaj will nominate the Single Marine Program Representative to the CO’s FRCT. The SgtMaj can also help push out information to the subordinate units’ SgtMaj. Utilize the decades of experience and insight of the SgtMaj, it will prove invaluable. Chaplain The Chaplain is a member of the CO’s Family Readiness Command Team (FRCT). Ensure you coordinate with the Chaplain when there are events that require a Chaplain to be present or if situations arise that should be referred to that office. Adjutant The Adjutant (Adj) provides administrative support to the commander and may be responsible for: coordinating internal and external administrative requirements, tracking and monitoring critical administrative support requested by higher headquarters and/or subordinate commands, publishing staff regulations; preparing, reviewing and staffing command correspondence, managing the commands’ performance evaluations program, maintaining command correspondence files; managing the acquisition,

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distribution control, and accountability of the command’s publications and manages the directives control point (DCP), and managing the command’s forms, records and reports management programs; managing Freedom of Information Act (FOIA) requirements and the Privacy Act of 1974. S-1 (Admin) The S-1 has access to a multitude of databases and reports that have information you will need to perform you duties. Some of these reports include the morning report, inbound/outbound roster, and the location of Marines, Sailors and family members. The S-1 personnel can also assist with administrative matters such as Naval Correspondence. In addition, admin personnel can also access Marine Corps Total Force System (MCTFS) when needed. S-2 (Security Manager/Intel) The S-2 will handle any security issues and will provide you with a key to the DRC/URC office and the building. It may be determined that you will need a security clearance to work effectively in this environment. The process for a security clearance can take up to three months to complete. The security manager may grant you interim clearance while you undergo your background check. S-3 (Operations) The S-3 shop prepares the Training Exercise Employment Plan (TEEP) and organizes unit training. S-4 (Logistics) The S-4 is the POC for supplies, chow hall, GME buses, Motor T/transportation, and is responsible for the storage of the UPFRP gear. S-6 (Communications) The S-6 will provide your work cell phone support; however your NMCI asset (computer) belongs to MCCS. Ensure you sign the ECR card to get the asset transferred into your name. This section also provides support for any software issues. Staff Judge Advocate Get to know the SJA. If you are unsure about the legality of something, run it by the legal office. Topics that need to be verified or discussed may include: anything that would or could compromise the CO, deals with ETHICS, fundraising questions, Unit & Family Readiness Funds (U&FRF) questions, implied endorsements, and gift giving and acceptance procedures. DRC/URC Billet Basics:

Ensure the CO is informed about what is going on with the program. A lot of what you’ll run across day-to-day can be handled at your level but if you become aware of any loss of life or limb, mishap or other crisis, call the XO IMMEDIATELY! If you cannot get in touch with the XO, call the SgtMaj. Only after you’ve called those two should you call the CO directly. There may be times where DRCs/URCs may call you for guidance in a situation like friction within their command team, or with another DRC/URC. 99% of calls you’ll receive can be handled with a little guidance and insight. Other calls will need to be referred back to the CO or to employee relations. Do not

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get in the middle of a situation that should be handled by employee relations. Be proactive, but remember there is no DRC/URC hierarchy. You represent the CO. Groups and squadrons will rely heavily on you for information, updates, and guidance. Be responsive. Return phone calls and respond to emails as quickly as you can. This is where you may potentially earn (or lose) your credibility with your target audience. Be proactive and get out of your office and visit them in theirs when you can. Always call first – they appreciate the heads-up. After meetings, there are usually action items to follow up on. Make these a priority. Often, you will have to do some research and staff work to get an accurate and timely response, but in doing so you build credibility for yourself and more importantly, for the CO. If the CO’s spouse is requesting information, respond as soon as you can. The CO and his spouse are a team, and both deserve timely and accurate information.

Be mindful of upcoming deadlines. You will have days and weeks where multiple deadlines are coming at you from various directions. The CO is ALWAYS priority.

Be a great Special Staff Member. Have the answers or know where to get the answers. Know when the answer is outside your lane and who to accurately refer it to. Providing a professional, timely, researched product is part of being a great staff member. When you go into meetings, for situations that arise, have recommendations instead of questions. Present at least three Courses of Action (COAs), and be prepared to recommend the Most Preferred COA (MPCOA). Become familiar with Naval Correspondence; it is the guide of formats and writing styles that Marines and Sailors are familiar with.

Change of Command Responsibilities: In the event of a Change of Command, there are some specific responsibilities you will need to

address. You will want to have an in-call with the new CO as soon as possible, preferably within the first two weeks. The XO or Adj will send out the format to use for the in-call slides so it’s standardized across the staff. Templates of previous in-call slides are located on the unit SharePoint site.

The in-call usually lasts about 30 minutes. During this time you will inform the CO that there is a mandatory UPFRP training that must be completed with the command team which will be scheduled at the earliest convenience. The CO will travel extensively within the first 30 days after assuming command so try and schedule Command Team Training (CTT) prior to his departure.

Contact MCFTB to discuss the CO’s program knowledge so a training strategy for the CTT session can be formulated. This training usually occurs in the CO’s conference room. Invite all FRCT members to attend with the new CO. Provide a read-ahead for the CO NLT 72 hours prior to the training. Once training is completed, or sooner if possible, meet with the CO spouse to determine their previous program involvement and establish whether or not they will be serving as an advisor on the Command Team. If the CO’s spouse wants to be an FRCT Advisor, s/he is required to attend additional training. Schedule this training with MCFTB.

After the Command Team training has been conducted, schedule the initial FRCT meeting. This meeting occurs in the CO’s conference room usually from 0800-0900 or 0900-1000. Determine what the CO’s preference is. Create the agenda / read-ahead for XO review. Once approved, provide the final agenda to the CO NLT 72 hours prior to the meeting. Send a copy of the agenda to the command team members within 24 hrs. of the meeting.

In addition to setting up trainings and meetings, you may also need to draft the UPFRP Policy Letter. It is common practice for the DRC to provide input on the CO’s UPFRP policy letter. Use previous CO policies as examples. The core of this letter will remain the same from CO to CO, but emphasis and

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style will change. Research the incoming CO for writing style, and commonly used phrases to get a sense of how s/he communicates. Tasks and Basic Operations Regularly Performed (Battle Rhythm) Often when DRCs are hired, they quickly go through all the initial steps to get started working in their position. However, after all training is done, CAC card received, and the UPFRP order is read, many find themselves in their offices motivated and ready to go to work but sit there thinking, “what now?” Yes, your training has taught you (or will if you haven’t taken your training yet) how to work within MCO 1754.9A and MCCS guidelines and policies, but there is no formal training available that will show you how to be a DRC for your particular unit(s). Don’t worry, you will get the hang of things and your “flow” will come to you. For the most part, you will be expected to work primarily unsupervised so it is imperative you understand that prioritizing your workload, time management, and attention to detail is very important. You will be required to complete daily, weekly, monthly, quarterly and yearly tasks proficiently and within the proper time constraints. You will be evaluated and inspected on the functionality of the program periodically. Aside from the functions you are inspected on, you will have other responsibilities that will be just as important.

Below is an outline of how the basic flow of work/meetings occur here at the unit. Your daily routine can be tailored to fit your individual work habits. You can use the below as a guide until you familiar enough with the responsibilities to develop your own tailored schedule. Note that some requirements are mandated and cannot be changed, such as the various deadlines.

A. Daily Each DRC is responsible for tracking data for each of their unit’s program. The data will need

to be submitted to HQ on a monthly basis via the DRC Gear Locker on the HQ Family Readiness

SharePoint. Each month, analyze/review the data and use the information to brief at the FRCT

meetings.

Check for new message traffic whether it be voice mail or email. On average, you may receive between 25-50 emails per day. Try to respond within 24 hours. Begin with emails from the command team (CO / XO / SgtMaj). Next, focus on emails from service members or their families. Finally, address any emails sent from other contacts. Set aside time to return phone calls by level of urgency or importance. Finally, ensure you reconcile your “check-in/check-out” logbook (if you maintain one) to ensure you stay on top of tracking new joins and those that are leaving the unit.

B. Weekly The XO update meetings are held on Tuesday mornings from 0730-0830 in the conference

room. This meeting is less formal than the CO’s meeting so no slides are required but have something to contribute. This is a good chance for you to brief the staff on program updates.

CO’s staff meeting is held on Fridays at 1400 in the CO conference room. Slides are required for this meeting. You will usually have 1 slide so aim to capture program highlights as well as Group/Squadron highlights. All new information (new to CO not to XO) should be in BLUE. You can then brief by exception. NEVER introduce an item to the CO in this meeting that you haven’t

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already run by the XO. NEVER talk about another Staff Section unless it is a compliment. This is not the venue to air out dirty laundry.

Send out weekly/bi-weekly “Good to Know Info from the DRC!” email via MOL or Outlook to Marines, Sailors and their families. Also make time to send out Welcome Letters (via email or US Mail) to designated contacts of new joins.

It is also advisable that you research MARADMINS, ALLMARs, NAVADMINs (etc.) to review any updates, new policies and/or directives that may affect the UPFRP or any aspect of personal or family readiness.

C. Monthly Each month the Family Readiness Command Team Meeting occurs in the CO’s conference

room. Schedule a date with the Adj. and ask for help setting up the room if needed. Ensure an email invitation is sent out to all members of the CO’s FRCT. Which includes: CO, CO’s Spouse, XO, XO Spouse, SgtMaj, SgtMaj’s Spouse, Chaplain, SMP Rep, and DRC/URC. Be sure to create a read-ahead and send it to the XO for review NLT 72 hours prior to the meeting. Send the approved copy to the CO NLT 48 hours to the meeting. Finally, send an agenda to the rest of the FRCT NLT 24 hours prior to the meeting.

Each month you will need to reconcile and submit various reports. In order to ensure your rosters are up-to-date, you will want to reconcile the alpha roster or morning report with the information submitted into the Marine Online Family Readiness Module. In addition, you will want to ensure you document all submitted/completed authorization forms. Send a list of those who have not submitted their forms section OIC’s/SNCOIC’s for action.

The Data Tool Metrics is due to HQ every month. The information is use to track various trends throughout the USMC.

When there is a change in the DRC position (a new person taking over), inform the MFP Director as soon as possible.

D. Quarterly Each quarter, Information is pulled from MCTFS and the numbers are used to distribute

U&FRF funds to each unit. Verify that all information is correct. Contact the Account Management Office if there is a problem.

Take the time to prepare for Functional Area Inspections by reviewing UPFRP records and information to ensure they all are up-to-date and ready for the scrutiny of HHQ. You may be assigned, in writing, by the CO to serve as an inspector for the UPFRP. If so, stick to the Functional Area Checklist (1754.9) in your duties as inspector. The most updated inspection checklist can be found at https://www.hqmc.marines.mil/igmc/Resources/Functional-Area-Checklists/ .

a) Most recent CGIP Inspections and Site Assist Visits (SAVs)

Unit Name, Date of Inspection, Result

Unit Name, Date of Inspection, Result

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UPFRP Points of Contact: Command Team Members CO Name First.last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX XO Name First.last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX SgtMaj Name First.last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX Chaplain Name First.last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX SMPR Name First.last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX CO Spouse Name email@address.com Home: XXX-XXXX Cell: XXX-XXX-XXXX XO Spouse Name email@address.com Home: XXX-XXXX Cell: XXX-XXX-XXXX SgtMaj Spouse email@address.com Home: XXX-XXXX Cell: XXX-XXX-XXXX

MAG-12 DRC Team DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX

MACG-18 DRC Team DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX

MAG-24 DRC Team DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX

MAG-36 DRC DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX DRC Name First.Last@usmc.mil DSN: XXX-XXXX Cell: XXX-XXX-XXXX MCFTB Director Name First.Last@usmc.mil DSN: XXX-XXXX RDST First.Last@usmc.mil DSN: XXX-XXXX LINKS First.last@usmc.mil DSN: XXX-XXXX Installation Volunteer Coordinator First.Last@usmc.mil DSN: XXX-XXXX

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Getting Started

1. Get a CAC card. You should have begun the process with MCCS HR. 2. Ensure you receive your unit issued cell phone (if applicable). If the last DRC did not do a turnover,

you can meet with the Communications Officer or Chief (S-6, Communications Section) to retrieve the cell phone. The number to the Communications Section is XXX-XXXX.

3. Change the voice mail message for your office phone. Voicemail for the phone can be accessed by dialing XXX-XXXX, enter password XXXXXXXX (see below instructions).

4. Work with the S-6 for computer access. You will need to fill out a SAAR form as soon as possible. 5. Find out whether your CO would like you to obtain a security clearance; if so, speak with the security

manager about the required paperwork. 6. Draft your appointment letter and submit it to the S-1 for proofreading and routing to the CO for

signature. 7. Draft a funds designee/responsible officer letter for yourself and provide to the S-1 for proofreading

and signature by the CO. After it is signed, send a copy to MCCS accounting management office. The unit funds administrator can be reach at XXXXX@usmc-mccs.org or XXX-XXXX. You will need this before you can sign off on any Unit and Family Readiness Funds (U&FRF) requests.

8. Create/Request an account or access for the DRC SharePoint. POC is Family Readiness IT specialist in Quantico, VA (MF-Z); please see eHQMC SharePoint Registration.

9. Obtain a MarineNet account; the S-6 can assist. 10. Schedule all your required trainings, in addition to completing those required by MCCS and USMC

(such as OPSEC, “Lethal Keystrokes” and PII). Schedule all required training. You can get the information from Marine Corps Order (MCO) 1754.9A. The personnel at Marine Corps Family Team Building (MCFTB) will assist you in enrolling in your classes and are knowledgeable on all your required training as a DRC and MCCS employee. The number to the MCFTB is XXX-XXXX.

11. Make sure you are assigned DRC permissions in Marine Online. Talk to your adjutant to start the process. Sign up for MOL training with MISSO as well.

12. Meet the Marine Corps Family Team Building Director (XXXXXX@okinawa.usmc-mccs.org or XXX-XXXX) and review their order.

13. Meet as many service providers as possible (e.g., Marine Corps Family Team Building, Navy/Marine Corps Relief Society, Marine & Family Programs, etc.)

14. Walk around and introduce yourself to the various shops within the unit. It is recommended that you have a command representative accompany you.

15. Meet other DRCs, whether or not they are within your command. They are a great resource and will be able to help you with mentorship and navigation of the unique qualities of our base and local community.

16. Set-up an initial meeting with the CO, XO and SgtMaj so that you understand what the command expectations are for the UPFRP. After this meeting, schedule the monthly Command Team Meeting. Make sure to draft an agenda and send it to all Command Team Members in advance.

17. Contact the unit volunteers and introduce yourself. You can set up a meeting with the volunteers to meet in person to begin establishing a relationship with them.

18. Send a message introducing yourself to Marines and families as soon as possible. You may combine this with routine communication to reduce email traffic to recipients.

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19. Go to Combat Visual Information Center (CVIC) to get your official picture taken. Your professional photo may be needed various reasons.

20. READ THE ORDER! MCO 1754.9A IS YOUR "WORK BIBLE"! EVERYTHING YOU NEED TO KNOW ABOUT THE PROGRAM WILL BE IN THAT ORDER! Do not skim this document. It is very important and WILL be your foundation for successfully performing your duties as the unit DRC. You are expected to know this order thoroughly as the subject matter expert (SME) for the Unit, Personal and Family Readiness Program. It is unacceptable to not become knowledgeable on every aspect of the order. It is your job and what you were hired and paid to do. Read this order, reread it, and then read it again and again. Always have it near!

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UNIT LETTERHEAD

IN REPLY REFER TO:

1754

CO

DD MMM YY

From: Commanding Officer

To: NAME

Subj: APPOINTMENT AS UNIT NAME DEPLOYMENT READINESS COORDINATOR (DRC)

Ref: (a) MCO 1754.9A

1. Effective this date and per the reference, you are hereby appointed

as the DRC for UNIT NAME and as such will serve as a Special Staff

Officer operationally guided by the commander.

2. You are directed to adhere to the provisions and guidance in the

reference and all pertinent directives concerning your billet. Your

appointment will remain in effect during the course of your employment

or until you are relieved in writing.

F. M. LAST

----------------------------------------------------------------

CO

DD MMM YY

FIRST ENDORSEMENT

From: Deployment Readiness Coordinator

To: Commanding Officer

1. I certify that I have read and understand the contents of the

reference and that I have assumed the duties as the UNIT NAME Deployment

Readiness Coordinator (DRC).

F. M. LAST

DRC Appointment letter – EXAMPLE **COPIES OF ALL APPOINTMENT LETTERS SHOULD BE PROVIDED TO THE S-1 FOR FILING IN THEIR APPOINTMENTS BINDER**

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Introduction to Voicemail Messaging System

Voice Messaging is an electronic voicemail system that answers your calls when you are on the phone or out of the office. Your electronic mailbox receives your calls and stores your messages and personalized greetings. Additionally, the MCB Telephone Help Desk is at XXX or XXX-XXXX. To log in to your new mailbox, dial the Voice Messaging system access number at XXX-XXXX: Your Voice Messaging Numbers Your Mailbox number is your seven digit telephone number. Passcode: The default passcode for new users is 1234. Logging in Logging in means accessing your Voice Messaging mailbox so that you can play your messages and use other Voice Messaging features. You can log in from any touch tone phone. First time users will be taken through a onetime tutorial to set up their new mailbox To log in from your own phone 1. Dial the appropriate Voice Messaging System Access number. You will hear your recorded mailbox name and will be prompted to enter your passcode 2. Enter your passcode. You may press ‘#’ for immediate access to your mailbox or wait a few seconds and the system will log you in automatically. You will hear the mailbox summary. To log in from another phone 1. Dial the Voice Messaging access number You will hear the voicemail system access recording and be prompted to enter “#” to log into your mailbox. 2. Enter your mailbox number. You will hear your recorded mailbox name and will be prompted to enter your passcode 3. Enter your passcode. You may press ‘#’ for immediate access to your mailbox or wait a few seconds and the system will log you in automatically. You will hear the mailbox summary. Changing your passcode For security reasons, you will be prompted to change your default passcode during the initial tutorial. You can change your passcode as often as you like. Please keep your mailbox secure by choosing passcodes that are not easily guessed. ***Note: The security features of the voicemail system will not accept your phone number as a passcode or allow you to reuse any of your previous five passcodes. To change your passcode 1. After logged in to Voice Messaging, press ‘8, 1, then 2’. “To delete your passcode and enter a new one press 3, to return to the previous menu press 9” 2. Press 3, enter a new password, then press ‘#’. “Please re-enter your new passcode. “

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3. Enter the new passcode again, then press ‘#’. “Your passcode has been changed. “ Playing your messages Your telephone may have a message-waiting light which will illuminate to indicate a new voice message is waiting. Telephones without this feature will notify the customer that a new voice message is waiting by giving a stuttered dial tone when you pick up the handset. When you play your messages the most recent messages are played first, followed by previously played messages. To play your messages 1. After logging in, listen to the mailbox summary. You hear the mailbox summary stating how many new and saved messages are in your box. 2. Press ‘7’ to start playing the messages. Each message is preceded with the date, time and telephone number of who left the message. - To rewind, press ‘*’. The message 5 seconds earlier plays. - To skip forward, press ‘#’. The message 5 seconds later plays. - To pause, press ‘1’. Message playback stops. - To continue, press ‘1’ again. Message playback resumes. - To go to the next message, press ‘6’. The next message plays. - To go to the previous message, press ‘4’. The previous message plays. - To save message, press ‘5’. To empty your mailbox 1. Press ‘3’ to delete each message while playing the message or its envelope. Deleted messages are retained for seven days.

You can restore a deleted message at any time during the seven day window. To restore the message, select option “8, then 5” after logging into your mailbox. You will be prompted to press ‘7’ to listen to your deleted messages. Press ‘5’ while the message is playing to restore it to the saved messages folder.

Recording your mailbox name and personal greeting The mailbox name records your name and other details such as your rank or title. Your mailbox name will be heard as mailbox confirmation when logging into your mailbox. Your personalized greeting is the message your caller hears when they reach your voice mailbox. To record a mailbox name 1. After logged in to Voice Messaging, press “8, 1, then 3”.

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“To play your mailbox name, press 7.” “To discard your mailbox name and record it again, press 3.” 2. Press “3” to record. Wait for the tone, then record your name and, if you wish, your title. Recording begins. 3. Press “#” to end the recording. Recording Stops. 4. When you have finished recording, you can play your name and re-record if you wish. - To play your name, press “7”. The recorded name plays. - To re-record, press “3”. Record your name and press “#” to end the recording. The new recorded name will replace the old one. To record your greeting 1. After logged in to Voice Messaging, press “8, 1, then 1 “.

“Your active greeting number is ‘current greeting number’, to activate a different greeting Press 2, to play a greeting Press 7, to record a greeting Press 3, to delete a greeting Press 1”

2. Press “3” and the greeting number you wish to record. “1” is the default greeting. Recording begins. 3. Press “#” to end the recording. Recording Stops 4. When you have finished recording, you can play the greeting, re-record it, delete it, or exit. - To play the greeting you recorded, press “7”. - Enter the greeting number that you wish to play (1 or 2) The new greeting plays. - To re-record, Repeat steps 2 through 4 until the desired greeting in place. The Voice Messaging System has user friendly prompts and menus that will assist you in using the features of your mailbox. If you forget your password, have questions or require additional assistance, please call the MCB G-6 Telephone Help Desk at XXX.

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Methods of Communication For more information regarding communication requirements, please refer to Chapter 4 of MCO 1754.9A. The majority of your job will require communication in some form or another. There are several different strategies that can be implemented to ensure communication is used effectively and productively. Good to Know Info from the DRC! Good to Know Info from the DRC! (GTKI) is a weekly email sent to Marines, Sailors, and families that includes information regarding command announcements/events, personal development classes, deployment support, and volunteer opportunities. You can develop a newsletter, if you choose, as an option for sending out unit updates. Marines.mil (website) Individual commands on are given a www.usmc.mil account. Generally, the command’s S-6 is responsible for ensuring that this information is kept current. Upon beginning this position, you should contact the S-6 to request the site is updated to reflect your information (name, official email, office number). Emergency Contact The DRC may be provided a government cell phone by the command to ensure their availability in the event of a family readiness related emergency. As exempt employees, DRCs are not bound to the regular 0730-1630 work day schedule and may be expected to be available during unconventional hours, be it 7pm at night or 1300 on a Saturday afternoon. Organizational Communication Tool MOL houses an organizational communication tool (OCT) which enables you to send email to a broad audience quickly. Individual Marines and Sailors are responsible for entering a designated contact into the family readiness module in MOL. Training regarding the OCT is available via MISSO at XXX-XXXX. Prior to having rights to access this part of MOL, the Commander must delegate these rights to you. The adjutant can assist with this process. You must verify that Marines and Sailors have submitted their contact information into MOL’s Family Readiness Module upon check in and check out. If this information is not provided, you should not sign their check-in/check-out sheet, per the Commander. You should also reconcile the alpha roster from MOL with a list of who has submitted contact information (this can be done by drafting a message via the OCT; before the verification screen, a list of names and contacts will pop up.) For further details regarding the OCT, please refer to MCO 1754.9A (4) (2) (c).

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EXAMPLE: WELCOME EMAIL TO SPOUSE Good Morning, Mr./Ms. Name: Welcome to the Unit Name Family! My name is Your Name, and I am your Deployment Readiness Coordinator (DRC). The Unit, Family Readiness Program is designed to serve as the link between families and the unit leadership. As such, we can offer resource and referral services, support during deployment, updates from the unit, newsletters, welcome aboard information, information pertaining to morale support events, and more. If you are interested in volunteer opportunities while you are stationed here, we would love to have you as a Family Readiness Command Team Advisor. Command Team Advisors provide insight and feedback from the families to the Command Team at our monthly meetings. If you are interested in learning more, please let me know. Please also note that the unit has an official Facebook page (www.facebook.com/xxxxxxx) which makes staying informed of the latest unit happenings easy. Do not hesitate to call on me if I can assist you in any way during your time here. Thank you, Your Name Deployment Readiness Coordinator Unit Name Base/location EMAIL DSN: XXX-XXXX Cell: XXX-XXX-XXXX

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EXAMPLE: WELCOME EMAIL TO FAMILY MEMBER (NON-SPOUSE)

Good morning, Mr./Ms. Name: My name is Your Name, and I am the Deployment Readiness Coordinator (DRC) for Unit Name. I am sending you this email because your family member, Marine/Sailor Name, designated you as a point of contact for updates from the unit. By way of background, the Unit, Personal and Family Readiness Program (UPFRP) is designed to serve as the link between families and the unit. As such, we can offer updates from the unit, newsletters, support during deployment, and more. Please also note that the unit has an official Facebook page (www.facebook.com/xxxxxxxxx) which makes staying informed of the latest unit happenings easy, even from a distance. Do not hesitate to call on me if I can assist you in any way. Thank you, Your Name Deployment Readiness Coordinator Unit Name Base/location EMAIL DSN: XXX-XXXX Cell: XXX-XXX-XXXX

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NAME Deployment Readiness Coordinator Unit Name Unit 35202 City, State Zip-0000 DATE ADDRESSEE NAME ADDRESS 1 ADDRESS 2 Subj: Welcome to the UNIT NAME Family! Dear Mr./Ms. Name: Welcome to the Unit Name Family! My name is Your Name, and I am your Deployment Readiness Coordinator (DRC). I am sending you this letter because your family member, designated you as a point of contact for updates from the unit. By way of background, the Unit, Personal and Family Readiness Program (UPFRP) are designed to serve as the link between families and the unit. As such, we can offer updates from the unit, newsletters, support during deployment, information and referral to resources, and more. Please also note, that [Unit Name} has an official Facebook page (www.facebook.com/xxxxxxx) which makes staying informed of the latest Unit Name happenings easy, even from a distance. Please do not hesitate to call on me if I can assist you in any way. Sincerely, Your Name Deployment Readiness Coordinator Unit Name Base/location EMAIL DSN: XXX-XXXX Cell: XXX-XXX-XXXX

EXAMPLE: WELCOME LETTER BY MAIL (utilize mail merge feature of Word if a large number of

letters need to be generated)

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Check-ins and Check-outs

Marines and Sailors are required to check in and out with the Deployment Readiness Coordinator (DRC).

Check-in: Conduct a new join interview with the Marine or Sailor. During this process, you will try to glean relevant biographical information from the Marine/Sailor as it pertains to the Unit, Personal and Family Readiness Program (UPFRP). Each service member should be given a UPFRP Orientation Packet with useful and pertinent information. The minimum required paperwork/information needed in the UPFRP Orientation Packet include:

The Commander’s Welcome and Policy Statement

UPFRP Points of Contact

Website and toll-free numbers (if applicable)

Reference sheet with explanation for the purpose and instructions for the use of IT capabilities.

Information on UPFRP official communication processes.

Written description on the AOCT/MOL Family Readiness Module including instruction to complete online profile

UPFRP Authorization For (Appendix A) Have the service member fill out the Appendix A of MCO 1754.9A (NAVMC 11654, available electronically at https://navalforms.documentservices.dla.mil/formsDir/_NAVMC_11654__EF__5409.pdf or via binder appendices) and ensure the information is legible. Ensure the service member is aware that they are required to input their information and that of their authorized contacts into the Family Readiness Module in MOL. Every Marine is required to designate one Family Readiness Contact on NAVMC 11654. If they are married, their spouse is required to be the first designated contact. Upon designation of a contact by the Marine/Sailor, the DRC is required to contact the designated individual within 30 days (this excludes routine/mass communications). You should also add the contact to the appropriate email roster if you will maintain one. All completed forms are in the file cabinet located in the DRC’s office. The key to the file can be retrieved from the S-2 Chief.

Check-out: When a Marine/Sailor checks out of the unit, you can take this opportunity to ensure they have submitted their contact information into MOL. You will come to see that not all members will check-in with the DRC so checking compliance at this time can help ensure records are up-to-date before they leave for their next duty station.

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Unit, Personal, and Family Readiness Program (UPFRP) Check-In Checklist

Within 10 days of checking into UNIT NAME:

Complete NAVMC 11654 (program authorization) or NAVMC 11652 (opt-out form/married Marines

ONLY) and provide it to the DRC

Reference: MCO 1754.9A (4) (2) (c)

These forms are available from the DRC and are generally completed upon check-in; check-

in sheets will not be signed without completion of this form

Add contact(s) to the Family Readiness Module of MOL after signed consent form is received and

attached to NAVMC 11654

Reference: MCO 1754.9A(4)(2)(c)

Go to MOL; select the “Personal Info” tab at the top left of the page Under “Personal

Updates,” select “Family Readiness” Select “New Contact” to add a contact, or choose

“View/Edit/Delete” to modify existing contacts

Check out sheets will not be signed unless this information is entered, even if you are

EASing

If you get married:

Update NAVMC 11654 and turn it in to the DRC within 10 days (Reference: MCO 1754.9A(4)(2)(c))

Update the Family Readiness Module in MOL

Supplementary information for check-ins

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*UPFRP Information Technology Capabilities should be printed and inserted in the New Join Packet for the UPFRP*

UPFRP Information Technology Capabilities:

Marine OnLine (MOL) Mass Communication Tool: MOL houses a mass communication tool which allows the command to reach a wide number of designated contacts quickly with one message sent in the form of an email. Married members are required to designate their spouse as one of their contacts (primary contact). Unmarried Marines/Sailors are required to designate a contact, but are free to choose anyone 18 or over. Up to four contacts may be added. Married Marines who do not wish for their spouse to be contacted by the UPFRP are required to complete NAVMC 11657 (Rev 12-11) but will need to assign an alternate contact. There is no opt-out procedure available to single Marines. For more information regarding this requirement, please see MCO 1754.9A (3) (2) (d); (4) (2) (c)-(d).

In order to edit your designated contact within MOL, navigate to MOL and:

Select the “Personal Info” tab at the top left of the page Under “Personal Updates,” select “Family Readiness” Select “New Contact” to add a contact, or choose “View / Edit / Delete” in the case of existing contacts.

Social Media: UNIT NAME has an Official Facebook page (www.facebook.com/xxxxx). There are at least four to six Page Administrators that can post messages, pictures, public news (approved by MCIPAC PAO or other USMC PAO sources) and events. The DRC is not one of the administrators and OPSEC and PII must be used at all times. Visit the S-6 section to gain access if you will be an administrator on the page.

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*This Communication Process should be printed and inserted in the New Join Packet for the UPFRP*

UPFRP Official Communication Processes: Official communication will be disseminated to Marines, Sailors, and their designated contacts at least once a month via the MOL mass communication tool or email (i.e. Outlook). Official communication may be disseminated on a more frequent basis if the Commander determines that it is necessary. Official communication is directly related to family readiness and the UPFRP. Examples of official communication include messages from the CO and the unit newsletter. Marines and Sailors will also receive additional communication from the DRC that, while not directly from the Commander, is in keeping with the spirit and intent of the Commander’s UPFRP vision. This communication generally takes the form of an email known as “Good to Know Info from the DRC!” that is sent via Outlook or MOL at least bi-weekly. Examples of this type of communication include MCCS events, base events, community events, or other Marine Corps events and/or activities. Frequently Asked Questions Q: What does a Deployment Readiness Coordinator do? A: The DRC is responsible for managing the Unit, Personal and Family Readiness Program. This involves four major areas: Official Communication, Readiness and Deployment Support, Information and Referral, and Volunteer Management. Official Communication is communication directly from or on behalf of the Commander that is disseminated to the Marine and their designated contacts. Official communication conveys information on the unit’s status. Some examples of official communication include a direct message from the Commanding Officer and the unit newsletter. Readiness and Deployment Support consist of training and education that empowers both the Marine and family member to successfully balance the rigors of a military lifestyle, family, career, and mission events. Examples include, but are not limited to, a deployment brief, resource fair, or money management class. The DRC also provides information on services and makes referrals as appropriate to MCCS, non-MCCS, and/or community-based support organizations for Marines and family members. This information and referral will address issues that have the potential to impact the readiness of the Marine, the unit, or the Marine’s family. For example, a DRC may refer a Marine or family member to Legal Services for assistance with powers of attorney. Finally, the DRC is responsible for creating and maintaining volunteer opportunities within the family readiness program. The DRC may provide oversight to non-appointed volunteers in the planning, coordination, and execution of unit family readiness events in addition to collaborating with appointed volunteers to support the enhancement of the Commander’s UPFRP vision. If you or a family member is interested in volunteering with the UPFRP, please contact the DRC.

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Q: I am a single or unaccompanied Marine. Why do I need the Deployment Readiness Coordinator? A: The basic program functions apply to single Marines as much as they do to married Marines. For example, DRCs provide official communication to single and married Marines alike. DRCs also provide information and referral services to single Marines for information for issues such as money management workshops and setting up a section or unit training upon request. Additionally, volunteer opportunities are always available to single Marines. You will receive a Letter of Appreciation for volunteering within the unit. Q: Do I have to designate a contact for the DRC if I’m single? A: Yes. MCO 1754.9 (4) (2) (c) states:

Within ten days of checking into a new unit, all Marines, single or married, will accurately update their contact information in the MOL family readiness module, the UPFRP Authorization form, and the AOCT [eMarine]. All Marines are required to identify at least one primary contact. […] Keeping contact information accurate will allow for [FROs] to ensure maximum communication to as many Marines and their contacts as possible, regardless of familial status. Refusal to update and complete, and/or willingly entering false information into the areas above is a violation of a lawful order and can result in administrative and/or punitive action. Contact data must be accurate to ensure the Marine receives information from the DRC regarding opportunities offered through the UPFRP or other information offered through the DRC from the command.

Q: My spouse does not wish to be contacted by the UPFRP. How can I opt out of the program? A: Per MCO 1754.9A (4) (2) (d), you must complete the NAVMC 11657 (Rev 12-11) and return it to the DRC within ten days of checking in or filing a marriage certificate with the unit’s administrative section. Remember, your spouse will no longer receive any type of communication from the command; however, this does not pertain to Emergency Contact Data or the CACO process. You will still be required to submit an alternative contact for the UPFRP. Q: Is there an opt-out procedure for single Marines? A: No. Single Marines/Sailors must provide a contact for the UPFRP. Q: What volunteer opportunities are available with the UPFRP? A: Several positions are available. Command Team Advisors are formally appointed volunteers that provide input, feedback, and advice to the CO and the rest of the command team regarding family readiness related matters. Generally, Command Team Advisors attend a monthly hour-long Command Team Meeting and may assist with events as necessary. Family Readiness Assistants are also formally appointed volunteers who assist with more routine day-to-day tasks in support of the UPFRP. You could volunteer as much or as little as you wish. Finally, you may prefer to volunteer for a one-time event or occasionally as your schedule permits. Please contact the DRC for more information on any of these opportunities.

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Volunteer Management

The DRC oversees the work of Family Readiness Assistants and other UPFRP non-appointed volunteers. If there are volunteers in place at the time you are hired, please waste no time in reaching out to them and introducing yourself! They will prove to be a tremendous asset time and time again. Be sure to task them to their ability as well as their interests. For example, if you have a volunteer that is very creative, perhaps they can design flyers and marketing material. Another volunteer may be extremely personable and would love to meet, welcome and help new families to the unit. Those that are aiming to gain valuable work experience and skills that they can add to their resume may be delighted to help with the paperwork and the day to day tasks of managing the office. Further, some volunteers love to help plan and execute events. Let them! With your guidance, they can come together and put on a great event for the unit. It’s their way of giving back to their community. Don’t hinder them, assist them! These little tidbits will keep your volunteers coming back time and time again. Always ensure they feel valued in everything they do. Remember, they are giving you their time and energy. Show them your appreciation often! If you are in need of volunteers and there are none currently appointed, do not fret. You have various options to choose from when recruiting for volunteers. Often times, you can gather interested parties by sending out a simple request for support. Send out the volunteer descriptions via email and more than likely you will get a few willing to test the waters as an appointed volunteer. If, by chance, you don’t get any “bites”, you can always go in for… “THE SNEAK ATTACK”… We say this lightheartedly, but the tactic does work. Many volunteers that have come aboard have done so after attending a “Spouse Appreciation Event” or “Volunteer Recruitment Event”. Once spouses are able to meet the Command Team and see how they interact with one another, they often want to be a part of that “family”. They meet the CO, XO, SgtMaj and their spouses and are able to interact with them one-on-one. This often gives them a different perspective of the leadership. They soon begin to see them as “people” and not just “figure heads” in the unit. Once they see the Command Team truly cares for the unit members and families, they flock to join the team! Once you get your interested parties, you can begin the screening process, if needed. The following recruitment process is required for Command Team Advisors and Family Readiness Assistants:

1. Prospective volunteer completes volunteer application, NAVMC 11653. 2. DRC arranges interviews for prospective volunteer. 3. If the CO decides to appoint the volunteer, create the appropriate appointment letter and route for

CO signature. (The volunteer will need to sign it too.) 4. The volunteer is required to complete the volunteer agreement, DD Form 2793. 5. Have the volunteer sign and date the position description contained in MCO 1754.9A (Appendix I

for Advisors and Appendix J for Assistants); provide them a copy and keep one in the volunteer’s file.

6. Schedule required trainings with MCFTB for volunteers and provide links to online trainings as appropriate. Training matrix is found later in this section or in MCO 1754.9A.

a. Personally Identifiable Information Training: http://iase.disa.mil/eta/pii/pii_module/pii_module/index.html; if this doesn't work, google

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"Personally Identifiable Information Training Launch". Ensure you keep a copy of volunteer training certificates in the volunteer files.

Every year in April, volunteers are recognized in honor of Volunteer Appreciation Month with a luncheon at the Officer’s Club. Planning normally begins in November/December timeframe with the Command Team and the club manager. Although it is no longer required, the DRC should track volunteer hours within the UPFRP. This is strongly encouraged in order to allow our volunteers to become eligible for certain USMC honors as they accrue hours. This will also come in handy when volunteer appreciation comes around in April. Certain appreciation certificates are required via the naval forms website (https://navalforms.documentservices.dla.mil/web/public/home). The current order does not specify which is required, stating that “[t]here is a standardized certificate, accessed through the Naval Forms System, which is to be used for the recognition of UPFRP volunteers” (MCO 1754.9A (5) (8) (b) (8)). The old MCO 1754.9, however, provided as follows: Volunteer Award – Certificates of Appreciation: up to 300 hours Honor Award: 301-999 hours Commitment Award: 2000-3499 hours Commandant’s Award: 3500+ hours UNIT NAME’s practice has been to use NAVMC 11724, Volunteer Appreciation Certificate with Black Border. These MUST be ordered through Supply.

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UNIT LETTERHEAD

IN REPLY REFER TO:

1754

CO

DD MMM YY

From: Commanding Officer

To: FNAME LNAME

Subj: APPOINTMENT AS UNIT NAME COMMAND TEAM ADVISOR

Ref: (a) MCO 1754.9A

Encl: (1) Volunteer Position Description

1. Per reference (a), you are hereby appointed as a Command Team

Advisor for UNIT NAME.

2. Your responsibilities are outlined by the references. Your

assignment will terminate by my direction, your transfer, or DD

MMM YYYY, whichever occurs soonest.

F. M. LAST

----------------------------------------------------------------

CO

DD MMM YY

FIRST ENDORSEMENT

From: FNAME LNAME

To: Commanding Officer

1. I acknowledge my assignment as a UNIT NAME Command Team

Advisor. I have familiarized myself with the above listed

reference and enclosure.

F. M. LAST

Appointment letter for Command Team Advisor - Example

27

UNIT LETTERHEAD

IN REPLY REFER TO:

1754

CO

DD MMM YY

From: Commanding Officer

To: FNAME LNAME

Subj: APPOINTMENT UNIT NAME FAMILY READINESS ASSISTANT

Ref: (a) MCO 1754.9A

Encl: (1) Volunteer Position Description

1. Per reference (a), you are hereby appointed as a Family

Readiness Assistant for UNIT NAME.

2. Your responsibilities are outlined by the references. Your

assignment will terminate by my direction, your transfer, or DD

MMM YYYY, whichever occurs soonest.

F. M. LAST

----------------------------------------------------------------

CO

DD MMM YY

FIRST ENDORSEMENT

From: FNAME LNAME

To: Commanding Officer

1. I acknowledge my assignment as a UNIT NAME Family Readiness

Assistant. I have familiarized myself with the above listed

reference and enclosure.

F. M. LAST

Family Readiness Assistant Appointment Letter - Example

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UPFRP Training Requirements and Command Team Structure

29

Please read this document carefully and follow all instructions. Failure to do so will result in your access being delayed.

What is SharePoint?

Developed by Microsoft, SharePoint is a software program used to build and maintain web pages, implement business processes and supply quick access to essential information via document libraries and announcements. SharePoint’s primary goals are communication and collaboration: mass email distribution is available, as well as discussion boards, surveys and file sharing.

How does Marine and Family Programs utilize SharePoint?

The Marine and Family Programs (MF) SharePoint Site Collection is hosted by eHQMC. eHQMC falls under the Director of Marine Corps Staff in Washington, DC. The MF SharePoint site collection includes a main site, along with multiple subsites, for each branch within MF. Each individual MF Program utilizes SharePoint Gear Locker sites to communicate and collaborate with the field, to disseminate via a mass email distribution, as well as to host discussion boards, surveys, file sharing, and as a way to collect required data from the field.

How do I get access to the Family Readiness Branch SharePoint sites?

If you do not have a SharePoint account, you must first request a general eHQMC account (Step One). After your account is created, you can then request permissions to specific Family Readiness Branch sites (Step Two). Please note: The SharePoint sites are not public. You must have a valid CAC and a valid .mil, .gov or .org email address before you can complete the steps below.

1. To request an eHQMC SharePoint account to access the HQ Family Readiness Program Gear Locker sites, please contact the HQ Family Readiness SharePoint Administrator, Ed Minaya (eduardo.minaya@usmc.mil). Provide him your billet/title, and installation and once the individual Program Manager approves your request, you will be sent the eHQMC SharePoint account request link and instructions for how to submit an account request.

2. Within 24 hours of submitting your account request, you should receive a confirmation

email from the HQI Helpdesk informing you that your account has been created. Once your account is created you should be able to access the MF Site Collection using the

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link: https://ehqmc.usmc.mil/sites/family. You can also access the HQ Family Readiness Program Gear Locker site at https://ehqmc.usmc.mil/sites/family/mrz1/default.aspx.

3. If you already have an established and active eHQMC SharePoint account and need access to the HQ Family Readiness Program Gear Locker sites, please contact the HQ Family Readiness SharePoint Administrator, Ed Minaya (eduardo.minaya@usmc.mil). Provide him your billet/title, and installation, and state the program gear locker site that you are requesting access for. Once the individual Program Manager approves your request, your account will be added to the request HQ Family Readiness Gear Locker site access list. You will be sent a SharePoint notification email informing you of your newly assigned SharePoint access. The email will provide you the website URLs and instructions for how to access the sites.

4. The HQMC MF Programs SharePoint sites are not publicly accessible and can only be

accessed by users that have been granted access by the designated Branch SharePoint Administrators and have a DoD issued CAC with valid email certificates.

Once you receive the confirmation email message from the HQMC IT Center Help Desk stating that your SharePoint account has been created, you will need to forward that email to the HQ Family Readiness SharePoint Administrator. Follow the below instructions to request access to the HQMC Family Readiness SharePoint sites.

Currently, there are eight eHQMC Family Readiness Branch SharePoint Gear Locker sites:

HQ Family Readiness Branch Gear Locker site https://ehqmc.usmc.mil/sites/family/mrz1/default.aspx

MCFTB Directors and Trainers (D&T) Gear Locker site https://ehqmc.usmc.mil/sites/family/mrz1/mcftb/field/default.aspx MCFTB Curriculum Update Portal Page

https://ehqmc.usmc.mil/sites/family/mrz1/mcftb/field/SitePages/MCFTB%20Curriculum%20Update%20Portal.aspx

MCFTB Data Tool Dashboard Page https://ehqmc.usmc.mil/sites/family/mrz1/mcftb/field/SitePages/MCFTB%20Data%20Tool%20Dashboard.aspx

Marine Corps Volunteer Gear Locker site

https://ehqmc.usmc.mil/sites/family/mrz1/mcftb/volunteer/SitePages/Home.aspx

Volunteer Data Tool Dashboard Page https://ehqmc.usmc.mil/sites/family/mrz1/mcftb/field/SitePages/MCFTB%20Data%20Tool%20Dashboard.aspx

UPFRP Readiness coordinator Gear Locker site

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https://ehqmc.usmc.mil/sites/family/mrz1/upfrp/fro/default.aspx UPFRP Play Book Page

https://ehqmc.usmc.mil/sites/family/mrz1/upfrp/fro/SitePages/UPFRP%20Play%20Book.aspx UPFRP Data Tool Dashboard Page

https://ehqmc.usmc.mil/sites/family/mrz1/upfrp/fro/SitePages/UPFRP%20Data%20Tool%20Dashboard.aspx

You must be granted permissions by the SharePoint Administrator at HQ Family Readiness before you can access any of these sites.

Access to the HQ Family Readiness Branch Gear Locker site is automatic for all users that have an established and active eHQMC SharePoint account. There are no special permissions required to be able to this site and its content. Access approval will be required to be able to access any of the HQ Family Readiness’ individual program gear locker sites listed below.

To access the MCFTB Directors and Trainers (D&T) Gear Locker site, please forward your SharePoint HQI Helpdesk confirmation email stating that your eHQMC account has been created to Eduardo Minaya (eduardo.minaya@usmc.mil). You must also provide your job title and the MCFTB location/installation in the email. Only MCFTB Directors and Trainers are authorized to access this site. Once your access request has been approved and granted, you will be sent a SharePoint notification email with the URLs needed to access the site.

Access to the Marine Corps Volunteer Gear Locker site is automatic after you have been given access to the MCFTB Directors and Trainers or the HQ Readiness Coordinators sites. Only MCFTB Directors and Trainers, DRC/URCs, and Volunteer Coordinators are authorized to access this site. Once your access request has been approved, you will be sent a SharePoint notification email with the URLs needed to access the site.

To access the HQ Readiness Coordinator Gear Locker site, please forward your SharePoint HQI Helpdesk confirmation email stating that your eHQMC account has been created to Eduardo Minaya (eduardo.minaya@usmc.mil). You must also provide your job title and location/installation in the email; if you are a DRC/URC please provide your unit name as well. Only Unit DRC/URCs, and MCFTB Directors and Family Readiness Program Trainers (FRPTs) are authorized to access this site. Once your access request has been approved, you will be sent a SharePoint notification email with the URLs needed to access the site.

1. I’m trying to access a SharePoint site and I’m prompted for a digital certificate. What should I do?

32

You must select the DoD Email Certificate option when you are attempting to access the eHQMC SharePoint sites.

2. The email address on my account is incorrect. How do I change it?

You must contact the HQ Family Readiness SharePoint Administrator, Ed Minaya (eduardo.minaya@usmc.mil) to have your email changed.

3. I previously had access to one of the HQ Family Readiness Branch SharePoint Gear Locker

sites, but now when I try to access them I’m getting the “page cannot be displayed” error. What should I do?

Email the following information to HQ Family Readiness SharePoint Administrator, Ed Minaya (eduardo.minaya@usmc.mil), as it will be required in order to troubleshoot and resolve your access issue.

1. Your full name as it appears in the NMCI GAL 2. Your email address 3. Your unit and current billet/job title 3. Your EDIPI Number – this is a 10 digit number located on the back of your CAC. On new

CACs it is also referred to as “DoD ID Number”. 4. The name of the site you are trying to access.

Example: Smith CIV William D, william.smith@usmc.mil, X-Unit DRC, EDIPI – 1234567890, Readiness Coordinator site.

33

Readiness and Deployment Training **This is merely an overview; for more information about these programs, please refer to MCO

1754.6C ** MCFTB main line: XXX-XXXX

What is an RDST?

The RDST serves as the primary coordinator, facilitator, reference and referral source for anything related

to readiness and deployment. The RDST must be contacted when the Command is interested in scheduling

any deployment related briefs, workshops or other events. The DRC is responsible for securing command

representatives (e.g., Unit Commander, S-1, Chaplain, etc.), venues (i.e. reservation, furniture setup and

cleanliness), volunteers, equipment. The RDST will work closely with DRC to help ensure the Command’s

objectives and expectations for an event are met.

Please Note for all REQUESTED events:

A DRC may request unit-specific events or may request an event in conjunction with another DRC’s unit

if both commands agree.

Deployment related briefs for individuals or individual families may also be requested.

Events are scheduled to meet the needs of the Commander and the target audience (i.e. days, nights

and weekends).

34

UNIT & FAMILY READINESS FUNDING/BUDGET OVERVIEW

Unit Family Readiness Funds (UFRF) Overview

Procedures and information are outlined in FASG 002/11 and Chapter 6 of MCO 1754.9A.

Projected FY budget should be completed NLT 15 January to ensure proper allocation of new FY UFRF.

Fund Request/Reconciliation:

Utilize the NAVMC 11652 to request funds.

Contact the unit funds administrator at the accounting management office to make an appointment to reconcile funds after each event (unitfunds@email.usmc-mccs.org or XXX-XXXX); this appointment must occur within five business days of the expenditure. The purpose of reconciliation is to show that the amount of funds spent and the amount of unused funds add up to the amount of funds originally requested.

At this appointment, you should bring original receipts for all items purchased in support of the event and any unused funds. If prizes were given away at the event, you should also bring a prize log completed by those who received prizes.

If receipts are lost, you may submit a statement in lieu of receipt.

File all relevant information regarding your event in the FY Budget Binder, including the approved fund request, copies of receipts, check stub, and other paperwork.

All receipts must be signed by the DRC and another appropriate uniform service member within the unit.

Make copies of all receipts prior to reconciling with AMO. General Fund Procedures:

For each event, you should have a projected budget which contains anticipated expenses, actual expenses, and the difference.

You should provide this budget to the CO prior to and after each event.

File the budget in the FY budget binder located in the DRC office on the bookshelf.

When a new Responsible Officer is assigned, a new appointment letter should be provided to AMO.

When a new commander takes over, the debit card waiver/request should be completed and provided to AMO; if the CO decides to choose this option. Contact the AMO office for the most recent procedure to request a UFRF debit card. The DRC debit card has been turned into the bank and a new card will be ordered in your name if the CO chooses to utilize this option.

The funding binder should always include : o local policies concerning funding and fund raising o RO appointment letter o Expenditure records

Signed NAVMC 11652 Check stub

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Receipts with third party signature Prize logs (if applicable) Reconciliation receipts Contract records (if applicable) Pertinent email records Current budget for the fiscal year

o Funding records should be kept for the current fiscal year as well as the previous four fiscal years (five years total).

Points of Contact: Unit Funds Administrator, Accounting Management Office (AMO), XXX-XXXX or unitfunds@email.usmc-

mccs.org

Contact to schedule an appointment for fund reconciliation within five business days of expenditure MCCS Chief Legal Counsel, XXX-XXXX

This is a great resource if you have doubts about whether your intended use of funds falls within the bounds of relevant legal authority.

Staff Judge Advocate (SJA), XXX-XXXX

Another great resource for legal guidance as it pertains to the UPFRP. MCCS Assets: Each base has a Community Service Coordinator who is the POC for all things MCCS camp wide. For INSTALLATION NAME, the coordinator can be reached at XXX-XXXX. If you encounter any difficulty with a MCCS facility, you may contact your CSC for assistance in resolving the issue. Additionally, the CSC can provide no-cost recreational equipment for the purpose of unit events.

ENTER UNIT CODE Today’s date

Name of person the check is made out to

36

37

Even

t D

ate:

____

____

____

___

___

38

SAMPLE FORM USED IN REQUESTING A DEBIT CARD.

Go to https://www.navyfederal.org/pdf/membership/NFCU_518.pdf to get the most

updated request form. The Accounting Office will assist in this process.

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40

UNIT LETTER HEAD

IN REPLY REFER TO:

1754 CO

DD MMM YY

From: Commanding Officer, (UNIT NAME)

To: Navy Federal Credit Union

Subj: Authorization to Add New Debit Card User

1. Please add the authorized debit card user below.

Name:

Access Number:

Signature: ___________________________________

2. Please issue debit card and mail to the address below.

CO Name

Address Line 1

Address Line 2

C.O. Name

Request to add authorized card user.

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SAMPLE RECONCILIATION FORM USING DEBIT CARD

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UNIT LETTERHEAD

IN REPLY REFER TO:

1754 CO

DD MMM YY

From: Commanding Officer

To: RANK NAME

Subj: APPOINTMENT AS UNIT & FAMILY READINESS FUNDS DESIGNEE

Ref: (a) MCO 1754.9A

(b) MARADMIN 0011/09

(c) FASG 002/11

1. Pursuant to the authority contained in reference (a), (b), (c), and in the

performance of your duties as the Deployment Readiness Coordinator, you are hereby

authorized to sign on my behalf documents pertaining to spending of Unit and Family

Readiness Funds under the heading of III MEF Headquarters Group.

2. The administration of Unit and Family Readiness Funds is a trust which requires

that funds be expended with prudence so as to benefit the greatest number of

authorized patrons and that all expenditures are properly authorized, planned, and

executed. Activities must be operated in an economical, efficient, and

businesslike manner that will ensure financial stability.

3. This appointment is automatically revoked at the end of my tenure as Commanding

Officer or upon your reassignment or separation from the billet specified in

paragraph 1 above.

4. This authorization (original) will be filed in the unit’s official

correspondence files.

5. If you have any questions regarding your responsibilities, please contact the

undersigned.

C. O. MMANDER

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

7000

DD MMM YY

The undersigned acknowledges appointment, and understands the Responsibilities as

Unit & Family Readiness Funds Designee.

_______________________________________

Signature

_______________________________________

Date

Responsible Officer Appointment Letter

43

MCCS Human Resources

Timekeeping/Payroll The command has a primary and alternate timekeeper to verify your timesheet. Your primary command point of contact for administrative/HR issues is the XO. Ask the XO who the current alternate timekeeper is. The timekeepers will need an appointment letter and PeopleSoft training; payroll will need to create a profile in PeopleSoft for the timekeeper. Contact MCCS Payroll for the current point of contact (reference MARADMIN 614/15: [Family Readiness Officer] Timekeeping for amplifying guidance). As a DRC, you are an exempt employee under the Fair Labor Standards Act. That means you can work over 40 hours a week without entitlement to overtime. If you go over a 40-hour week, you will receive compensatory time. If you accrue an overage, you may use it within the same week by flexing your time without documentation (e.g., you worked 10 hours on Monday and your supervisor agrees to let you work six hours on Tuesday). If you intend to carry it to another week, you must complete the comp time authorization form. Ideally, you should take your comp time in the same pay period that it accrues. This may not be possible, however, so take it as soon as you can. When you wish to take comp time that you previously earned, submit a leave slip and check the “Compensatory Time” box. You must use your comp time before you can take any other leave. Evaluations (POC: NAF Employee Relations at XXX-XXXX) The rating period runs from 1 January to 31 December. Performance goals include standard critical competencies for all MCCS employees as well as additional goals, which are tailored specifically to your position, and an individual development plan. These additional goals should be set forth by the CO within the first 30 days of the rating period or your start date. (You may need to offer a reminder.) Please call employee relations if you need any detailed information on this process or if you need to locate any of the forms (XXX-XXXX). A mid-year review should occur in order to assess goals and performance, identify training/development needs, and provide feedback. (Again, you may need to offer a reminder.) The annual appraisal ends the performance rating period and will go over much of the same material as the mid-year review. Based on this appraisal, the CO may recommend incentives or awards, such as paid leave, bonuses, or a raise. The closeout review should be completed before a change of command. The closeout review will protect you in the event that the new CO is unable to observe your performance for a period of 120 or more days. If you do not have a closeout review and the CO cannot observe your performance for 120+ days, you will receive a “non-observed” and will not be eligible for incentives or awards.

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Required Trainings

45

UNIT LETTERHEAD

IN REPLY REFER TO:

1754 CO

DD MMM YY

From: Commanding Officer

To: Major William A. Feeks

Subj: APPOINTMENT AS TIME CARD APPROVER AND CERTIFIER

Ref: (a) MARADMIN 471/08

(b) MCO 1754.9A

(c) MCCS Directive 12550.1

1. You are hereby designated as Time Card Approver and Certifier for Unit Name

Deployment Readiness Coordinator per reference (a). You are required to

familiarize yourself with the contents of reference (b) and reference (c) in

performing your duties utilizing the PeopleSoft (HRMS) web based reporting tool.

2. The appointment as Time Card Approver and Certifier is a position of trust that

requires a level of detailed management and oversight in proper reporting.

3. In your role as this command’s Time Card Approver and Certifier, you must

ensure all time is submitted by our unit DRC and all documentation associated with

leave or approved absence is properly requested on the OPM Form 71 is on file.

4. This appointment is automatically withdrawn upon your reassignment from your

present position or departure from the command.

5. All documents you process as Time Card Approver and Certifier, must have your

signature. If you have any questions regarding your responsibilities, please

contact the undersigned.

C. O. MMANDER

-----------------------------------------------------------------------------

The undersigned acknowledges appointment, and understands the responsibilities as

Time Card Approver and Certifier.

_______________________________________

Signature

_______________________________________

Date

Copy to:

MCCS Payroll

Example of Time Card Approver Appointment Letter (POC: Payroll, XXX-XXXX)

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Attendees:

Commanding Officer (CO)

Executive Officer (XO)

Sergeant Major (SgtMaj)

Chaplain

Single Marine Representative (SMP)

Advisor(s)

Deployment Readiness Coordinator (DRC)

1000 - 1005: CO Opening Remarks

1005: UPFRP Updates:

1. DRC Professional Development Workshop / Family Readiness

Command Team Advisor Forum

2. Budget Creation for the upcoming Fiscal Year/Planned Events

3. Group Deployment Readiness Training scheduled for 19 March 2018

4. Volunteer Appreciation recognition ideas and planning

5. Internal inspections

1035: Single Marine Representative Updates

1040: Chaplain Updates

1045: Open Discussion

1055: CO closing remarks

Notes

Insert unit

logo Unit Name

Unit, Personal and Family Readiness

Command Team Meeting Agenda

Date: Time:

47

NAVMC 11652 (Rev. 05-09) FOUO - Privacy Sensitive when filled in.

Expenditure Request / Reimbursement For Unit & Family Readiness Funds

FOR OFFICIAL USE ONLY.

Adobe Designer 8.0

EXAMPLE

48

List of Orders and Directives Pertaining to the UPFRP

A. Marine Corps Orders

MCO 1754.9A: Unit, Personal, and Family Readiness Program: http://www.marines.mil/news/publications/documents/MCO%201754_9A.pdf MCO 1754.9C: Marine Corps Family Team Building: http://www.marines.mil/news/publications/Documents/MCO%201754.6C.pdf MCO 1700.27B: MCCS Policy Manual: https://www.marines.mil/Portals/59/MCO%20P1700.27B%20W%20CH%201.pdf http://www.usmc-mccs.org/about/policy/ MCO1740.13D: Family Care Plans: https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=2ahUKEwjG_a-dzojeAhUDQ60KHchFAKwQFjAAegQICRAC&url=https%3A%2F%2Fwww.marines.mil%2FPortals%2F59%2FPublications%2FMCO%25201740.13D.pdf%3Fver%3D2018-06-28-082821-050&usg=AOvVaw2aZgzXdw72aE60_Dpkiqye

B. MARADMINS MARADMIN 0112/09: Warfighter and Family Services and MWR Program Category Change http://www.marines.mil/News/Messages/MessagesDisplay/tabid/13286/Article/112781/warfighter-and-family-services-wfs-and-morale-welfare-and-recreation-mwr-progra.aspx MARADMIN 0126/09: Implementation of the Yellow Ribbon Reintegration Program within Family Readiness Programs http://www.marines.mil/news/messages/Pages/MARADMIN0126-09.aspx MARADMIN 0497/09: Clearance Eligibility for Non-Appropriated Fund Employees http://www.marines.mil/news/messages/Pages/MARADMIN0497-09.aspx MARADMIN 166/11: Debit Card Purchase Program for UPFRP http://www.marines.mil/news/messages/Pages/MARADMIN166-11.aspx/ MARADMIN 076/11: Implementation of MOL Mass Communication Solution http://www.marines.mil/news/messages/Pages/MARADMIN076-11.aspx MARADMIN 757/11: Single Marine Program Representative on the Unit Family Readiness Command Team http://www.marines.mil/news/messages/Pages/MARADMIN757-11.aspx/

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MARADMIN 226/12: Marine DSTRESS Line Expansion to Corps Wide Capability http://www.marines.mil/news/messages/Pages/MARADMIN226-12.aspx/ MARADMIN 614/15: Family Readiness Officer Timekeeping Amplifying Guidance http://www.marines.mil/News/Messages/MessagesDisplay/tabid/13286/Article/175469/family-readiness-officer-timekeeping-amplifying-guidance.aspx MARADMIN 064/18: Family Care Plan Automation via Marine Online (MOL) https://www.marines.mil/News/Messages/MARADMINS/Article/1429137/family-care-plan-automation-via-marine-online-mol/

C. Additional Publication Naval Correspondence Manual https://www.marines.mil/News/Publications/MCPEL/Electronic-Library-Display/Article/900481/secnav-m-52165/ Dep’t of Navy manual used for proper formatting, protocol, and procedures for communication Joint Federal Travel Regulations http://www.defensetravel.dod.mil/site/travelreg.cfm Regulations for all branches of service regarding any type of travel, including PCS travel, pay entitlements, rules, and regulations

Finance and Accounting Standardization Guide 001/12

Please read this for further guidance on permissible and prohibited NAF expenditures.

50

List and Status of Pending Projects and Tasks

A. Commanding Officer’s FRCT Breakfast on 28 August - Date: Thursday, 28 August - Location: Butler Officer’s Club - Save the date email already sent - Evite already sent - RSVP date 18 August - Programs - Nametags - Table Placards - Sequence of events - Seating Chart (CO ALWAYS GETS A 10-TOP TABLE) - Agenda - CO Talking Points - Sign contract with club POC - Menu cost $11/person (cash price) $9.90/person (U&FRF price – 10% MCCS discount)

B. Family Readiness Insights Series Workshop on 23 September - Date: Tuesday, 23 September from 0930-1100 - Location: Northern Breeze Conference Room - Guest Presenters have all been contacted. Need to follow-up with!

o S.T.A.R.S Program – Marine and Family Programs o Navy Marine Corps Relief Society o Marine Thrift Shop o FOCUS

- Cost: $350 room fee. This will be offset by purchasing $350 worth of light refreshments. - Save the date already sent - Create evite - RSVP date 5 September - Nametags - Sequence of events - Ensure you keep CO’s spouse updated on progress

C. Volunteer Appreciation Luncheon on 17 April - Date: Friday, 17 April - Location: Butler Officer’s Club - CO Thank You Letters - Programs - Nametags - Table Placards - Save the date email - Sequence of Events - Seating Chart