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NAVY EXPEDITIONARY COMBAT COMMAND

1575 Gator Boulevard • JEB Little Creek Virginia Beach, VA 23459-3024

SAILOR & FAMILY READINESS PROGRAM

STANDARD OPERATING PROCEDURES

(Informational guide to help set up your command’s Sailor and Family Readiness Program)

1st Edition – April 2014

NECC Sailor and Family Readiness SOP Page 1 Chapter 1: Sailor and Family Readiness Program…...... 4 Purpose Concept Mission Action

Chapter 2: Roles of Command Family Readiness Team...... 6 Purpose Command Family Readiness Team Roles and Responsibilities

Chapter 3: Family Readiness Officer…...... 14 Purpose Role and Responsibility Record Management Volunteer Management Family Events

Chapter 4: Total Force Fitness throughout the Fleet Readiness Training Plan...... 19

Purpose Execution Fleet Readiness Training Plan Total Force Fitness TFF throughout FRTP

Chapter 5: Communication…………………………………………………………………………..26 Purpose Overview Communication and Marketing Family Outreach Official Communication Routine Communication

Chapter 6: OPSEC and PII…………………………………………………...... 32 Purpose Overview Operational Security (OPSEC) Confidentiality and Privacy Guidelines

NECC Sailor and Family Readiness SOP Page 2 Chapter 7: Crisis, Trauma and Recovery...... 35 Purpose CARE Team Command Response to a Traumatic Event Individuals respond to Traumatic Events Tips on Dealing with Individuals’ Reactions Counseling Support Chapter 8: Legal…………………………………………………………………………………….42 Purpose Overview Common Legal Issue Routinely Completed

Chapter 9: Funding Your Program…………………………………………………………………..44 Purpose Roles and Responsibilities Ombudsman Appreciation/Recognition Accounting for funds Official Volunteers

Chapter 10: Family Readiness Instructions...... 48

Chapter 11: Links...... 50 Purpose

Chapter 12: Forms...... 51 Purpose

Chapter 13: Samples...... 52 Purpose

NECC Sailor and Family Readiness SOP Page 3 Chapter 1

SAILOR and FAMILY READINESS PROGRAM

1. Purpose. The Standard Operating Procedures (SOP) is to provide recommendations and information on how to have an effective Sailor and Family Readiness Program (SFRP). This is your SOP and you can added/edited/deleted parts to fit your command.

In NAVADMIN 284/11, Admiral Greenert’s Assumption of Command message, he put forth three main tenets to achieve our vision for our Navy.

 First tenet: “Warfighting First”  Second tenet: “Operate Forward”  Third tenet: “Be Ready”

He said,” In addition to our Sailors and civilians, we have a responsibility to our Navy Families. Who we must guide and assist in handling increasingly dynamic schedules, mounting operational stress, longer separations and the potential injury or loss of their Sailor. Accordingly, Family Readiness is also a part of “BEING READY”.

If you would like to read the NAVADMIN, go to: http://www.msc.navy.mil/msfsc/printnews.asp?show=1320785873&edition=112011/

2. Concept

a. Our most valuable resources are the individual Sailor and their family. NECC’s success as a Force is inextricably linked to the well- being and resiliency of that Sailor and their family.

b. Sailor and family readiness refers to the ability of the individual Sailor and their family to successfully balance the challenges of a military lifestyle, family, career, and mission events.

c. By-products of a high state of Sailor and family readiness are an improved quality of life and feeling of empowerment. While no one program can completely negate the sacrifices inherent and unavoidable in a NECC Sailor’s lifestyle, SFRP can leverage resources and

NECC Sailor and Family Readiness SOP Page 4 significantly mitigate many of the negative aspects.

e. Modern cultural changes to consider regarding the use of tools and information necessary to achieve Family Readiness are:

 The majority of today’s NECC forces are under the age of 30 and require an updated communication network.

 Many of today’s Sailors and families desire the inclusion of extended family in the communication network of the command and not just the spouse. Family is all members of a Sailor’s family (regardless of marital status) which includes spouses, children, same sex partners and designated parents/extended family members.

Please note that this extended definition of family does not override the legal definitions of family and in loco-parentis regarding emergency leave, DEERS enrollment issues, etc.

 Maintaining readiness is an ongoing process and is no longer deployment driven. Readiness includes all mission events and training, life events, and career events. 3. Mission. The mission of the SFRP is to prepare and equip every Sailor and their family with sills and tools to successfully meet the challenges of military lifestyle.

The Command Leadership and other members of the Command Family Readiness Team (CFRT) need to instill in subordinate leaders of all ranks, down to the lowest levels, a sense of the gravity and urgency involved in requiring their Sailors to sustain themselves and their families in a constant state of readiness. The Sailor and their family are supported in their goal of attaining and maintaining readiness by the Command Leadership and other members of the CFRT but the ultimate responsibility rests with the Sailor.

A ready Sailor and family:  Are prepared for family separations and life events.  Understand the additional responsibilities that will fall on the family when the Sailor departs.  Are knowledgeable of and able to use information about benefits, entitlements, programs, and services provided through the Department of Defense, the Navy, and the community.

 Are knowledgeable of Command structure and resources available to assist and contribute to Family Readiness goals.

4. Action. Commanders/Command Officers at all levels are responsible

NECC Sailor and Family Readiness SOP Page 5 for implementing the Sailor and Family Readiness Program.

Chapter 2

ROLES OF COMMAND FAMILY READINESS TEAM

1. Purpose. This chapter provides detailed information on the roles and responsibilities of all members of the Command Family Readiness Team – the organization within a command responsible for the execution of the Sailor and Family Readiness Program (SFRP).

2. Command Family Readiness Team. The Command Family Readiness Team (CFRT) members are the resource and education body for Sailors and their families. The CFRT members execute the SFRP as directed by the Commander. The CFRT members work collectively within their individual roles and responsibilities to build an effective SFRP. The SFRP provides support through proactive outreach in the form of the following functions:

 Official Communication: Facilitates two-way communication between the Command, Sailors, and families regarding Family Readiness information, and requirements.

NECC Sailor and Family Readiness SOP Page 6  Information and Referral: Provides Sailors and their families with information regarding, and answers questions related to, the many services and resources available through DoD, FFSC, CNRFC, State and local community to support SFRP.

 Readiness and Deployment Support: Provides resource information and training in addition to support services that enhance a Sailor’s family readiness. Information and training support are classified in three areas: 1. Skills development 2. Prevention and intervention 3. Self-help education  Volunteer Management: Volunteers serve in an organizational support capacity and take the obligation upon individual willingness. Volunteer support and participation is crucial to the success of the SFRP. Volunteers may be spouses, significant others or parents/extended family members of any member of the command and may serve as volunteers in support of specific command morale events. These volunteers, representing all constituencies of the command, support and enhance the Commander’s Family Readiness mission.

3. Roles and Responsibilities All members of the CFRT will have a clear understanding of the Commander’s vision for Family Readiness within the command. This section of the handbook will introduce and review the SFRP’s CFRT Team members roles and responsibilities.

a. Commanding Officer. The CO’s role and responsibilities in the SFRP are the same as the role and responsibilities in every other operational aspect of the command. Sailors look to their CO for leadership, guidance, example, advocacy and boundaries. Sailor’s families look to the CO for the exact same things. Although the following recommendation list is long, it may not be all inclusive. The COs professional and personal experiences and judgment will help what decision to leverage for the unique aspects of their command to address and mitigate challenges and to determine if the following tasks are sufficient to support Sailors and families adequately.

(1) Establish and maintain a SFRP in accordance with COMNECCINST 1754.1C. Consideration should be given to the unique challenges of the command, e.g., geographic location. The program needs to be accessible to all members of the command, their spouses, other dependents and Sailor-designated persons.

(2) Ensure Sailors and their families understand the roles and duties of the CFRT.

(3) Assign in writing a service member from the command to serve as the command Family Readiness Officer (FRO). NECC Sailor and Family Readiness SOP Page 7

(4) Recommended that the CO request a brief from the local supporting Fleet and Family Service Center Representative to become familiar with the local Navy, Sailor and family program.

(5) Recommend the CO require their FRO to participate in any scheduled command indoctrination briefs.

(6) Recommend CO completes CFRT training via the NECC CFRT Training Course Lesson Plan within 60 days of assuming command. This will facilitate information sharing during the CRFT meeting about the command’s current SFRP climate and unique challenges. It also affords an opportunity for the CO to discuss their vision and intent of the SFRP with all members of the CFRT. Training Course Lesson Plan located: http://issuu.com/necclibrary/docs/lessonplan .

(7) Actively participate in the interview and appointment process for command Ombudsman in accordance with OPNAVINST 1750.1G.

(8) Recommend CO develop a baseline Crisis Response Plan and a proactive Communications Plan with the understanding each event is situational. This should include imminent national disasters, casualties, and deaths of either Sailors or immediate family members. This would also include social media and how communications will be delivered to sailors and families. (Sample Communication Plan located in Chapter 13)

(9) Determine SFRP spending priorities within DoD’s fiscal and legal guidelines, and are the final approval authorities for all expenditures of SFRP funds. See chapter 7 for further guidance on funding the program.

(10) Per reference OPNAVINST 5380.1B, OPNAVINST 1750.1G, and OPNAVINST 1754.5B, CO’s will ensure volunteers are recognized during Volunteer Appreciation Week (usually in April), Ombudsman Appreciation September 14, Military Spouse Appreciation Day (the Friday before Mother’s Day), and at other appropriate times.

(11) Establish reliable communications between the command and families to strengthen the SFRP. Per NAVADMIN 295/10, addresses COs providing official SFRP communication to Sailors, spouses and Sailor designated persons. Copy of NAVADMIN 295/10 located in Chapter 10.

(12) Recommend CO’s conduct CFRT meetings at a minimum quarterly to ensure members of the team are familiar with current family readiness issues.

(13) Per OPNAVINST 1754.1C, CO’s should designate the FRO as official command liaison to the FRG.

NECC Sailor and Family Readiness SOP Page 8 b. Chief of Staff (COS)/Chief Staff Officer (CSO)/Executive Officer(XO). The COS/CSO/XO is expected to set the example, communicate, and implement the vision and intent of the CO’s SFRP. The COS/CSO/XO will coordinate with the FRO on all personal and family readiness matters.

c. Command Master Chief. The CMC is also expected to set the example, communicate and implement the vision and intent of the CO’s SFRP. The CMC will coordinate with the FRO on all personal and family readiness matters relating to enlisted Sailors and their families.

d. Family Readiness Officer (FRO). The roles and responsibilities of the FRO are outlined in Chapter 3.

e. Chaplain. The roles and responsibilities of the command chaplain are inherently dynamic. In addition to ministerial and pastoral duties, the chaplain is in a unique position to provide insight into the emotional and spiritual well-being of the SFRP, and to offer timely and relevant advice on issues impacting the Sailor and family readiness.

(1) Advise the CO about any potential challenges the unit as a whole is facing and recommend appropriate courses of action.

(2) Encouraged to be familiar with all potential resource opportunities to include networking with other command chaplains in order to observe other command’s training activities and civilian faith-based outreach programs.

f. Command Leadership Spouses. The involvement and support of spouses of the CO, XO, and CMC can be an invaluable asset to the SFRP. The degree of involvement that any of these individuals will have may differ by command and personal interest.

g. Command Ombudsman. Per OPNAVINST 1750.1G commanders shall appoint an Ombudsman for their staff. Supervision of ombudsman is the responsibility of the CO and of their designated representatives. Ombudsmen responsibilities include:

(a) Work with the CFRT to support the SFRP and the CO.

(b) Serve as the liaison between command families and the command, keeping the CO informed of general morale, health, and welfare of the command’s families.

(c) Should attend all CFRT meetings as directed by the CO.

(d) Should develop and distribute a command approved monthly or quarterly family newsletter.

NECC Sailor and Family Readiness SOP Page 9 (e) Should attend and participate in family readiness-related functions such as pre, mid, and post deployment events, family days and other functions the CO deems appropriate.

(i) Should include a signature block on all SFRP related emails with at least the following information. Email distribution lists shall not be used to announce non-SFRP events.

1. Name.

2. Command/title (command name, Ombudsman name, (ie. RIVRON ONE command Ombudsman)

3. Ombudsman email ([email protected])and phone number for contact purposes. (Use an email that can be turned over to the next ombudsman. Using a personal email will have families contacting you after you have transferred)

4. Disclaimer: Information is distributed in this email as information of common interest for military members and this families/contacts. Use of this information does not advertise nor imply endorsement of any commercial activity or product by the Department of Defense, U.S. NAVY, or this command.

(j) Per OPNAVINST 1750.1G, Ombudsmen are required to register on the Ombudsman Registry in order to track their volunteer hours. Attending Ombudsman Registry training will help Ombudsman (and Command Leadership) better understand:

 How multiple Ombudsmen can effective use the Ombudsman Registry  How-to properly collect data throughout the month  Determining the type of contact  Maintaining an accurate monthly record  Tracking/Accounting for all hours volunteered  Calculating monthly totals  Correctly inputting/submitting monthly worksheets  Why submitting a monthly worksheet is important and how CNIC uses the information  How-to navigate the Ombudsman Registry Website

i. Family Readiness Group (FRG). Per OPNAVINST 1754.1B, an FRG is a private organization, closely affiliated with the command, comprised of family members, Sailors, and civilians associated with the command and its personnel, who support the flow of information, provide practical tools for adjusting to Navy deployments and separations, and serve as a link between the command and Sailors’ families. FRG’s help plan, coordinate and conduct informational, care-taking, morale- building and social activities to enhance preparedness, command mission readiness, and increase the resiliency and well-being of Sailors and their families.

NECC Sailor and Family Readiness SOP Page 10 1. Structure of FRGs. FRGs consist of elected officers and group members. Sample by-laws for an FRG are contained in OPNAVINST 1754.1B. Further details on FRG structure are contained in the U.S. Navy Family Readiness Group Handbook 2011. FRGs are open to all family members, Sailors, and civilians associated with the command and its personnel, In addition, although not required, individual FRG members may be designated as official volunteers. Official volunteers are FRG members who are approved by the command or installation and agree to perform assigned duties under command supervision.

FRG Structure There is no "ideal" way to set up an FRG. The best structure is one which is created to fit the unit, its mission and the unique make-up of its family members and their needs. Spouses should NOT be pressed into service simply because of the Sailor's position. Rank should NOT be a factor in the role unit FRG volunteers play. 2. Official Volunteer Activities. Per OPNAVINST 5380.1B, Commanders are authorized to accept voluntary services from an appropriate number of FRG members to assist family support programs. Prior to providing volunteer services to the command, volunteers must complete a DD Form 2793. A copy of the signed agreement shall be given to the volunteer prior to their commencement of volunteer services. A person providing properly accepted voluntary services is considered to be an employee of the Federal Government for certain purposes. Therefore, commands must provide official volunteers a clear, written description of duties and scope of responsibilities assigned, provide appropriate training, and supervise performance of those duties. Official volunteer duties may not include fundraising, soliciting, or accepting gifts. Official volunteers will adhere to the same standards of conduct as paid federal employees as outlined in OPNAVINST 5380.1B. Official volunteers are not authorized independent use of government vehicles.

3. Relationship between Ombudsman and FRG. The ombudsman may collaborate with the FRG on behalf of the command, but shall not serve as an FRG officer. An ombudsman may participate in the FRG in a purely personal capacity, but not as the command Ombudsman.

4. Command Support. Installation CO’s may permit properly approved FRGs, that meet the requirements of DODI 1000.15 to operate on Navy installations. Individual commands may provide limited logistical support, such as access to command spaces, use of equipment, and command representatives for FRG events, based on the criteria listed in section 3-211 of DOD 5500.7-R and per DODI 1000.15. Questions regarding specific events should be referred to judge advocates.

RECOGNIZING VOLUNTEERS

NECC Sailor and Family Readiness SOP Page 11 Recognizing volunteers is essential to keeping your FRG a happy place to work (not to mention keeping your volunteers!)

10 TIMES FOR RECOGNITION 1. When they sign up to volunteer 2. Informal thank you's - always 3. Monthly recognition (articles, award) 4. Annual appreciation certificates, dinners, etc. 5. At the completion of a project (letter, promotion, certificate) 6. At meetings- say thank you. 7. Cards at birthdays 8. Cards when they are sick. 9. Recognition when they leave. 10. During National Volunteer Week

5. FRG Use of Command Name, Seals, Logos, or Insignia. An FRG may use the name of the command in the name of the FRG, with approval of the Commanding Officer. FRGs may not use seals, logos, or insignia of commands on any FRG letterhead, correspondence, titles, or in association with any FRG programs, locations, or activities. The FRGs status as a private organization must be apparent and unambiguous. Printed material, web sites, and electronic media must include the prominent disclaimer contained in DODI 1000.15.

6. Fundraising. As a private organization, an FRG may fundraise. Per OPNAVINST 1754.1B and DOD 5500.7-R, commanders may officially endorse and approve FRG fundraising events when the fundraising occurs within command spaces and is conducted among their own members or dependents to raise money for the benefit of their own command members or dependents. In regards to fundraising elsewhere on an installation, FRGs will obtain approval of the installation commanding officer to hold fundraisers on base when the location is other than unit command spaces. FRGs may solicit local business or conduct fundraisers off the base; commands do not approve or disapprove such activities. However, FRG members will not solicit gifts or donations on behalf of the command or imply that the Navy officially endorses their fundraising activity. Service members and civilian employees may never solicit donations from contractors, even if acting in their personal capacity as a private member of the FRG.

AFTER ACTION REPORTS We found that it is extremely beneficial to keep detailed records of major unit activities and

NECC Sailor and Family Readiness SOP Page 12 functions. You then have a solid foundation for any succeeding events. Suggested topics should include: 1. Name of the affair, date, location, time. 2. What were your responsibilities? 3. Who were the members of your committee? How were they selected? 4. Were there other individuals who were helpful to your committee? Make a list of their names, addresses, and phone numbers (if pertinent). 5. How did you prepare to do your job? What resources were necessary? 6. What expenses did you have and for what? 7. List the stumbling blocks and pitfalls you wish you had avoided. What would you advise the next person in your role? 8. Pinpoint your single biggest frustration. How could you have overcome it? 9. What changes would you like to see in the running of your job next time? Others' jobs? 10. What went especially well? Why? 11. If you had it to do over again, would you accept this job? Why or why not? 12. Are there any other comments or additional information you'd like to mention?

7. Gifts. An FRG is free to accept solicited and unsolicited gifts offered to the FRG without command approval but compliant with its by-laws. An FRG may never accept a gift on behalf of a command or the Department of the Navy. Similarly, a commanding officer will never accept a gift on behalf of an FRG. Any donation of gifts from an FRG to the command will be processed in accordance with DOD 5500.7- R.

8. Disestablishment. When in the best interest of the FRG to disestablish, the FRG may be dissolved by a vote of its members.

j. Sailors. Sailors are responsible to their Commander, command, and family for educating and preparing themselves toward resiliency against inevitable mission, life, and career events that may serve as detractors from mission readiness. Additionally, Sailors are responsible to promote similar opportunities to their families that ensure education, preparation, and resiliency against inevitable life-cycle and mission events that may serve as detractors from family readiness.

The Sailors can designates as many family members and friends to receive authorized and official communication from the FRO and ombudsman.

NECC Sailor and Family Readiness SOP Page 13 Chapter 3

FAMILY READINESS OFFICER

1. Purpose. The purpose of this chapter is to define the roles and responsibilities of the Family Readiness Officer (FRO)/Homeport Liaison (HPL).

2. Roles and Responsibilities. The FRO/HPL is the pivotal member of the CFRT. The FRO shall be a uniformed service member assigned in writing as a collateral duty and directly reporting to the CMC. The FRO shall provide direct coordination of the SFRP between the CO, Sailors, and families to support the goals outlined in this SFRP instructon and the CO’s intent. The primary duty of the FRO is to serve as a communication portal to the command Ombudsman, FRG Leader, Sailors, and their families. The FRO’s duties are:

a. Remain aware of the family readiness needs of the command, and continuous educate themselves on all available family support resources, services, agencies and organizations to promote family readiness. It is recommended that the FRO attend Ombudsman Basic Training (OBT) and Family Readiness Group Leadership training. This will make the FROs job easier.

b. Recommend participating in Command INDOC. During Command INDOC, FRO can distribute SFRP Orientation Packets. The contents of an

NECC Sailor and Family Readiness SOP Page 14 orientation package will vary among commands, but at a minimum, should contain:

(1) CO's Welcome and Policy Statement.

(2) SFRP points of contact, website address and toll-free numbers.

(3) Information on SFRP official communication processes, e.g., command/ombudsman/FRG website, NECC/command/ombudsman/FRG Facebook page, command or Ombudsman newsletters, etc.

(4) The Family Check-In Form for Ombudsmen

c. Recommend the FRO should contact the spouse or designated family of a newly reporting Sailor within 30 days of the individual reporting aboard. In accordance with NAVADMIN 295/10 command authorities may contact family members with or without the sponsor’s consent when relaying official information directly related to family readiness. Upon Sailors reporting to a command spouse’s contact information should be given to the FRO.

d. May provide official communication with the spouse and family members of Sailors. For the protection of the Sailor’s right of privacy, Sailors must designate, by name and in writing, family members authorized to receive command information. Under no circumstances will contact information be changed, added to or deleted or provided to anyone unless authorized in writing by the Sailor.

e. Complete NECC CFRT training. CFRT Training located: http://issuu.com/necclibrary/docs/lessonplan . At completion of the CFRT training, the FRO will have the CO, XO or CMC sign the certificate and place in the FRO binder for the Command Assessment Program.

f. Coordinate appropriate and timely training for the command’s Ombudsman and FRG Leader.

i. Shall ensure the timely submission of authorized volunteer reimbursement claims to the command Supply Department.

j. Coordinate command leadership attendance at graduations of Ombudsmen Basic Training and FRG Leader Course for attendees from their command.

3. Records Management. FRO are encouraged to create a turnover binder which will include processes and guidance regarding standard operating procedures to COMNECCINST 1754.1C. A comprehensive turnover binder will ensure the impact to the Sailors and families within the command is seamless and support will be uninterrupted in the event of FRO turnover. Recommended tabs for FRO Binder:

NECC Sailor and Family Readiness SOP Page 15 Tab A INSTRUCTIONS  COMNECCINST 1754.1C and SOP  OPNAVINST 1750.1G  OPNAVINST 1754.5B

Tab B COMMAND FAMILY READINESS TEAM  Command Family Readiness Team Roster  CFRT Member Appointment Letters  Command Recall Roster (POC)  POC for scheduling events/venues (meetings for FRG, Pre- deployment briefs, etc…)

Tab C OMUBUDSMAN  Ombudsman Roster  Copy of Ombudsman Appointment Letter (at CO’s discretion)  Copy of Volunteer Acceptance Form DD 2793

Tab D FAMILY READINESS GROUP (if command has a FRG)  FRG Roster  Copy of FRG President Appointment Letter  Copy of Volunteer Acceptance Form DD 2793

Tab E EVENTS/ACTIVITIES  Planning of Events (Pre/During/Post Deployment, Family Days…)  Best Practices  Status of Pending Projects  Log and After Action Reports

Tab F FUNDING  Budget for the Fiscal Year  Travel requirements

Tab G RESOURCES  Checklists  Toolbox  Blank Forms for Certificates of Appreciation, Volunteer Recognition Awards/Letters

4. Volunteer Management. Volunteers serve in a designated public service or organizational support capacity and take the obligation upon individual willingness. Although the FRO is primarily responsible for executing the Commander’s vision and intent, volunteer support and participation is crucial to the success of the program. Volunteers may be spouses or designated parents/extended family members of any member of the command and may serve as volunteers in

NECC Sailor and Family Readiness SOP Page 16 support of specific command morale events.

a. It is important to maintain professionalism at all times while working with volunteers. Professionalism refers to a person performing their work with sincerity, and maintaining professional etiquette and professional ethics. If everyone is professional, everyone will do the best they can within their positions. Professionalism helps at maintaining the right amount of communication at the workplace.

Professionalism is required to:  Ensure a good team spirit.

 Keep all volunteers, family members, or Command Team members motivated.

 Ensure integrity in everyone's efforts.

FRO should remain approachable and create a family oriented tone when corresponding with family members to keep the lines of communication open while maintaining their professionalism.

Tips to maintain professionalism in the workplace:  Refer to personnel formally, and include ranks unless directed otherwise

 Keep personal issues personal (unless it directly is affecting job performance and needs to be addressed for leaves, etc.)

 Be punctual

 Dress professionally b. Family Readiness volunteers are not a replacement for military personnel or paid civilian staff. Volunteers by their very nature and manner of compassionate giving will seek to serve the Command Family Readiness Teams and Sailors and families to the utmost capacity and beyond, if requested or allowed. At no time are volunteers assigned work or responsibilities that ultimately impose or restrict their ability to care for them or their own families.

A few tips for motivating volunteers include:

 Assure volunteers do not perform functions not described in their Volunteer Advisor/Assistant Position Description.  Express sincere, personal thanks for volunteer efforts.  Plan regular volunteer appreciation functions.

Volunteer Appreciation Week is in April.

NECC Sailor and Family Readiness SOP Page 17 c. Volunteer Recruitment. Family Readiness newsletter, and command Web site are excellent resources for announcing volunteer opportunities. A more personal recruitment strategy such as word of mouth is also recommended. The Volunteer Application and Volunteer Agreement Form are available in chapter 12.

Also please note that while ensuring geographic proximity to the unit is important to fulfill a portion of the duties, every volunteer responsibility does not require geographic proximity. Plan ahead to ensure the inclusion of designated parents/extended family members who may want to volunteer but only be available for specific duties due to their location. d. Family Events. How to plan a family event - FRO responsibilities:  Meet with the Commander to share ideas and receive Commander’s intent. Set a date for the event.  Solicit for volunteers to assist in the planning, coordination, and execution of the event.  Provide guidance and supervision to the volunteers as they assist in the planning, coordination, and execution of the event.  Coordinate a working party supplied internally by the command (e.g., to help with set up and tear down).  Consider on-site child care to encourage attendance (depends on the type of event).

Coordination of a Family Event - the FRO, with the assistance from CFRT and volunteers:  Decides whether the event is theme-based.

 Designs a flyer or poster with the needed information for the families. Flyers can be distributed electronically and mailed out and should be placed in visible areas throughout the Command.

 Decides on the type of food (will depend on what type of event the unit will be having).

 Decides the types of activities the unit will provide.

e. After Action Review (AAR) provides a process to discuss the sailor and family readiness support and make notes on what went well and what could’ve be improved. No program runs smoothly. The AAR serves as a tool filled with best practices and lessons learned to change current methods. The input is very valuable to improve the process for the next event.

NECC Sailor and Family Readiness SOP Page 18 Chapter 4

Total Force Fitness Throughout the Fleet Readiness Training Plan

“So in this total fitness, total health, how do you get at the integration of the spiritual, the mental, the social, the physical, etc,? What does it mean to us and what does it mean for families? It is a readiness issue because, if you are not successful in that, you are not ready to carry out your mission individually, as a unit, etc.” Chairman of the Joint Chiefs of Staff, ADM Mike Mullen, December 9, 2009

NECC Sailor and Family Readiness SOP Page 19 1. Purpose. Service members are the most valuable asset in the military for accomplishing the mission of defending our country. A balance between Mission, Family, and Sailor is critical to overall readiness. To attain this balance, it is insufficient to train only the uniformed force. NECC affirms its commitment to educate, inform, and train the family members who support, sustain, and motivate its Sailors as well. The FRTP provides the framework to understand activity within a command from initial organization to post deployment and TFF provides 8 distinct perspectives to consider when addressing readiness of Sailors and their families.

2. Execution. Engaging families as a part of the command is a concept that requires thorough planning to ensure that their needs are addressed in every phase of a command’s life cycle. Outside of pre- deployment briefs, welcome home celebrations or a “Family Day” picnic most commands fail to develop the Military Family as an asset for their Sailors and command mission. By incorporating families into the four phases of the FRTP (maintenance, basic, integrated, sustainment) COs will develop families under their command umbrella as they would any other asset – through classes, training events, and vigilant maintenance.

3. Fleet Readiness Training Plan (FRTP). The FRTP is the operational lifecycle of a command. The FRTP dictates the operational tempo of a command and what Sailors devote their talents and resources to during any specific period of time. The FRTP consists of a four phase operational cycle which includes Maintenance, Basic, Integrated, and Sustainment. Since commands gain and lose personnel throughout the calendar year, Sailors and families may join a command at any phase of the FRTP. For this reason the SFRP must be robust and responsive enough to address the unique needs of individuals and families that may temporarily be out of sync with the readiness of the command. Consider holding Family Orientation quarterly to capture all new families and those who have not attended prior.

4. Total Force Fitness (TFF). TFF is a model of eight human conditions which must be considered and addressed throughout the phases of the FRTP. No condition is more important than any other and most issues of family readiness will include aspects of more than one condition simultaneously. The TFF model is a planning tool that CFRT’s may use to assist its development of a holistic, comprehensive, and effective approach to Family Readiness.

To support the mission of a command, the Department of Defense has developed a TFF model which applies to service members. The key to Total Fitness is to provide Sailors, families, and CFRT’s with knowledge, skills and tools from which health, resilience and optimal performance can emerge:

NECC Sailor and Family Readiness SOP Page 20

a. Physical Fitness. Physical Fitness is the ability to physically accomplish all aspects of day-to-day requirements while remaining healthy and uninjured. Physical fitness can be split into four components: endurance, mobility, strength, and flexibility.

Examples: developing a healthy lifestyle with a hectic schedule.

b. Environmental Fitness. Environmental Fitness is the awareness of and ability to adapt in any environment and withstand the multiple stressors of a military lifestyle.

Examples: change of duty station and geographic location.

c. Medical Fitness. Medical Fitness is a condition of mental and physical well-being as determined by medical standards.

Example: Exceptional family member support.

d. Spiritual Fitness. All individuals are spiritual beings. Spiritual fitness refers to the ability of individuals to connect and the command’s ability to address the variety of needs within a diverse community.

Example: Family access to spiritual programs.

e. Nutritional Fitness. Nutritional Fitness refers to the provision and consumption of food in quantities, quality, and proportions to enable daily performance and to protect against disease or injury.

NECC Sailor and Family Readiness SOP Page 21 Example: Establishing and maintaining healthy eating pattern.

f. Psychological Fitness. Psychological fitness is the integration and optimization of mental, emotional, and behavioral abilities and capacities to optimize performance and strengthen the resilience of Sailors and families.

Example: Operational Stress Continuum Training.

g. Behavioral Fitness. Behavioral health refers to the relationship between an individual’s behavior and their positive or negative health outcome.

Example: Children’s performance at school.

h. Social Fitness. Social fitness is the establishment of stable, cohesive families that are integrated into the larger community. Social cohesion is a strength multiplier.

Example: Vibrant, active and collaborative FRG.

5. TFF throughout the FRTP. The CFRT should meet at a minimum quarterly to discuss the command FRTP and consider the eight components of TFF and consciously decide how to integrate Family Readiness at each phase; keep in mind that commands may have multiple elements within the command on various phases of the FRTP. The following paragraphs explain the general actions of a command during each FRTP phase and the offers a description of considerations for a CFRT:

a. FRTP Maintenance Phase. During the Maintenance Phase the command

NECC Sailor and Family Readiness SOP Page 22 (or detachment) refits from a previous deployment; organizes and identifies gaps in critical skill that are required before the command is completely operationally ready. Commanding officers should use the Maintenance Phase to assess the CRFT’s readiness to support families and arrange training for new members and the CFRT as a whole. Some questions to consider in the integration of TFF into the Maintenance phase of FRTP:

(Focus on Relationships)  What is the “COs Intent”? What does that mean?  What training and planning should the CFRT take into consideration during the Maintenance Phase of the FRTP?  Do you need to recruit and train a new Ombudsman and/or FRGL if one is not already appointed

Suggested reading:  The Five Love Languages by Dr. Gary Chapman (there is one for children and one for teenagers

 Building Resilience in children and Teens giving them Roots and Wings by Dr. Kenneth R. Ginsbury

b. FRTP Basic Phase: During the Basic Phase commands emphasize development and mastery of individual skills required to complete a mission. Unit self sufficiency and preparedness to integrate into a more, complex, challenging organization are key objectives. Focus shifts from CFRT organization to outreach to Sailors and families in the Basic Phase. CFRTs work to establish a network that is capable of offering support in any situation. Some questions to consider in the integration of TFF into the basic phase of FRTP:

(Focus on Be Ready)  Who are the critical members of the CFRT? What are “critical skills” for the Military Family?  Send Ombudsman/FRG’s to advanced training  How can we make family events a more effective use of time?  What can the family do to “Be Ready” for deployment?

Suggested reading:  The Homefront Club: The Hardheaded Woman’s Guide to Raising a Military Family by Jacey Eckhart

 The 9 Steps to Financial Freedom by Suze Orman

c. FRTP Integrated Phase: The command prepares for operational

NECC Sailor and Family Readiness SOP Page 23 tasking by developing advanced skills and exercising at operations/ integration with other units. Pace and intensity of training increases to challenge Sailors realistically. CFRTs should focus on using the network established during the Basic Phase to ensure its reliability. Command leadership should acknowledge the stress that families face as training demands increase. Addressing issues via CFRT during this phase ensures a better capacity to handle matters properly during deployment. Commands should provide tools for Sailors and their families to combat stress and the negative impact of high optempo.

Focus on Last Minute Issues) It is not “How can we eliminate the stress of being a military family?” – we all know that isn’t possible, but we can help our families to be resilient, so their Sailor can focus on the mission. Test your Family Readiness communications, network, and see what works and what does not.  Disaster Prep Drills: How many commands do these? Do you incorporate families? NFAAS?  What hurdles will you have to overcome?  All wills, powers of attorney, and pay issues should be addressed and support people clearly identified.  Remind your single/unaccompanied Sailors to prepare for absence (storage units, pets, apartments, etc)

Suggested reading:  When Duty Calls: A Guide to Equip Active Duty, Guard and Reserve Personnel and Their Loved Ones for Military Separation by Carol Vandesteeg

 A Year of Absence by Jessica Redmond



BEST PRACTICE: Planning Considerations for CFRT Family “Fast Cruise”:

If a ship has been in port for an extended period, the commanding officer may practice the underway routine while the ship is still moored to the pier to ensure all hands know their roles. This event is referred to as a ‘Fast Cruise’. The Intermediate Phase is a perfect time for the CFRTs to make a dry run or ‘fast cruise’ for deployment. While the unit is away on exercises or training, the Ombudsman can circulate information to the family, test the flow of communication, and ensure the necessary resources for support are in place. This is also a good time to offer the

NECC Sailor and Family Readiness SOP Page 24 Family Pre-deployment informational brief because it provides a long lead time for families to address issues rather than waiting until a few weeks before deployment.

(1) Test your network. It is far better to find faults in communication, support, or engagement during this stage than in the middle of a real deployment while the unit is engaged in combat operations. Test your Family Readiness communications, network, and see what works and what does not. Identify your strong members and who might need some additional support during the deployment.

(2) Integrated Training Events. Offer Family Orientation - regardless of expected participation levels. The CFRT should communicate the basic mission requirements and risks associated with the mission (OPSEC permitting) during pre-deployment events and Family Orientation. Sailors shall be encouraged to communicate clearly with their family regarding risks and associated dangers related to their mission/tasking.

(3) The Reality of Risk. It may be difficult for a Sailor to answer their family’s questions regarding the risks associated with their service. The CFRT should foster a climate of support and understanding where Sailors are provided training on how best to communicate with their spouses.

d. Sustainment Phase: Commands or detachments will normally deploy during the Sustainment Phase. Regardless of deployment status, the Sustainment Phase is the longest and most challenging phase of the FRTP. Commands must maintain readiness throughout in order to respond to operational tasking. If a command deploys during this phase the CFRT is divided and most rely on the communication paths and relationships built during previous phases. Focus should be on emotional preparation for the transition from home to deployment, deployment, and return. Some examples to consider in the integration of TFF into the Sustainment phase of FRTP:

(Focus on Communication)  Communicate with your network  Hold Command events  Family Transition Program  Welcome Home Event  Families Overcoming Under Stress Workshop (FOCUS)  Family Resiliency Training  Identifies the unique aspects of the post deployment period establishing the “new normal”

Suggested reading:

NECC Sailor and Family Readiness SOP Page 25  Heroes at Home: Help and Hope for America’s Families by Ellie Kay

 Surviving Deployment: A Guide for Military Families by Karen M. Pavlicin

BEST PRACTICE: Planning Considerations for CFRT:

(1) Our families should be in a similar state of readiness. It should come as no surprise to any family member if the unit is called to deploy early. All wills, powers of attorney, and pay issues should be addressed and support people clearly identified. The Sailor and their family should be prepared for an expeditionary deployment at any given time. The goal is not just to have the families prepared with documents but they should also be emotionally, psychologically and spiritually prepared.

(2) The Sustainment Phase does not end when the deployment does, but only after the unit officially enters into the Maintenance Phase and begins the cycle all over again. While it is not likely, some units have returned from deployment only to be tagged to redeploy or redirect to another mission because of their state of readiness. This is an uncommon reality of the expeditionary service. This phase focuses the FRTP on emotionally preparing Sailor’s and families for the transition through the deployment cycle (pre-deployment, departure, deployment, and reintegration).

The end vision: Family Readiness integrated into Mission Readiness. A Ready Command includes a Ready Family.

Chapter 5

Communication

1. Purpose. The purpose of this chapter is to detail methods of communication that CFRT members may use and to provide information that may improve communication between families, Sailors, and the CFRT.

2. Overview. There are many methods of communication but no prescribed plan for how they might be used. Reliable communication requires practice – to be effective in the worst case, CFRTs must

NECC Sailor and Family Readiness SOP Page 26 exercise communication practices on a day-to-day basis. CFRTs must be able to use any or all methods simultaneously – as a situation dictates to best serve Sailor and their families. In addition to understanding methods of communication, an effective CFRT should understand the unique character and traits of the audience of family members with whom they communicate information. Different social media works better with different Sailors and family members.

3. Communications Planning - Communications and Marketing. There are two main objectives in developing a strong communications plan to support the SFRP. The first is to disseminate official communication to the command and families. The second objective is equally important - to market the benefits Sailors and families will reap and the pitfalls they can avoid by becoming actively involved in SFRP functions like workshops and briefs provided through the command FRG, FFSC, or other resources.

a. Communication plan. Your Communication Plan should be written with your Sailors and their families in mind. What are the questions they need answered? Sample Communication is located in Chapter 13.

(1) Questions that should to be addressed:  All contact information to include careline, website, FB pages  NFAAS: Visiting family for the holiday/ vacations, etc.  DEERS: When to update…addition to the family, etc.  Communication while at home – newsletters, etc…once a month?  Communication while deployed – newsletters, etc…once a week?  In case of a KIA/WIA: Who, What, When, Where, Why…How

(2) Some “What IF” questions to be considered:  What to do if you get a call from another spouse “I ‘m sorry about Bob”. What does the spouse do when she receives this call?  What procedures need to be put in place so the spouse knows who to call to verify the information?  But more importantly, what should the command do to ensure no additional inappropriate info is sent back from forward deployed members?  What will the repercussions be to service members who call home during an information Blackout (River City)?

NECC Sailor and Family Readiness SOP Page 27  When spouse deploys, who do I call at the command when something happens…death in family, can’t make mortgage payment, washer breaks, etc…  How to communicate from home to Sailors about what is going on at home…the level of information or priority of the issue.  When will a command send a spouse home? Spouse having a baby? Death in the family?  Secondary POC in case of emergencies

Note: This list of “What IF” questions is just a start. Recommend using a CFRT meeting to review your Communication Plan and see if there are any “What IF” questions that should be added or deleted.

4. Family Outreach. Family outreach means conducting proactive outreach, rapport development, and multifaceted communication efforts to facilitate meaningful two-way communication between the Command and its Sailors and families.

Methods for conducting family outreach are as follows:  Distribute marketing materials provided through FFSC or other resources to Sailors and families through multiple methods.

 Use aggressive outreach efforts to ensure awareness of Family Readiness needs of all Sailors and families.

 Welcome new families to the command, establishing a relationship and providing information regarding the many resources available. Make the information available electronically for ease of access, especially when the command is geographically dispersed.

 Attend closing ceremonies for trainings/sessions and volunteer appreciation events related to command Sailors and family members.

 Distribute Welcome Packet to all Sailors attaching to the command.

5. Official Communication. Communication is the responsibility of leadership at all levels, with the goal being to disseminate accurate, relevant, and timely information by the most efficient means available. During this time of 24-hour media exposure covering every event across the world, it is vital that Sailor and families of the command may rely on the accuracy and timeliness of the information provided by the Command. Bad news never gets better with time, and NECC Sailor and Family Readiness SOP Page 28 while it is not the intent to provide incomplete or inaccurate information, having no information will often lead to gossip, which leads to stress and panic. It is the command’s responsibility to use the system to aggressively and proactively reach out to the Command’s families.

Official communication enables or establishes the following:  All-way communication.  Timely and relevant information on the unit and the unit’s status.  Protection of operational security and confidentiality.  Reassurance to families during separation.  Information and support to families during a time of crisis within the unit.  Rumor control through timely and reliable official information from the Commander.

a. The CO has several tools (Website, newsletter, care line, ombudsman phone tree, briefs, social media, etc…) at their disposal to communicate official information regarding the command accomplishments and general information about family readiness events, activities, or announcements.

b. The Communication Plan establishes a policy and procedure for disseminating information to the command and families during a time of crisis. This Communication Plan is critical to family readiness. It ensures that when the command crisis plan is put into action by the CO, the families know who will be communication with them.

6. Routine Communication

(a) Newsletters

1. Over-use of telephone or email for disseminating routine information, rather than for important and official communications, will quickly result in Sailors and family members considering ALL messages as “junk mail”. The Command or Ombudsman Newsletter is the appropriate venue for routine information.

NECC Sailor and Family Readiness SOP Page 29

2. The Command or Ombudsman Newsletter provides a venue for news and updates, addressing current issues, publicizing little-known programs, and educating families on the services they may receive at their installation or in the surrounding community. The Newsletter is put together by the Command representative or Ombudsman with content suggestions from the FRO, Ombudsman(s) and FRG Leaders, to address specific information pertinent to the command at that time. The Newsletter shall be distributed at least quarterly, or monthly during deployment. Confidential, private, or OPSEC information is prohibited. Ideally, the Newsletter is posted to a website and the link to the website is distributed electronically.

(b) Command Website. Command website is a easyt way to distribute information to the widest audience possible. The information needs to remain pertinent to the families and timely to the events of the command.

(c) Careline. Many commands have found that toll free telephone recorded messages are a good way to provide current, short messages to command families such as:

 A message from the CO during deployment  Last minute changes to homecoming flights  Meeting time/location event changes.

(d) Social Media. There are many social media sites that can be used to reach your Sailors and their families. Here are a few of the more popular social media sites:

 How to use Facebook: http://www.wikihow.com/Use-Facebook

NECC Sailor and Family Readiness SOP Page 30  How to use Twitter: http://www.wikihow.com/Use-Twitter

 How to use Pinterest: http://www.wikihow.com/Use-Pinterest

 How to use Instagram: http://www.wikihow.com/Use-Instagram

 How to use Google +: http://www.wikihow.com/Use-Google%2B

 How to use Tumblr: http://www.wikihow.com/Use-Tumblr

1. Before posting:  Check all photos for indicators in the background or reflective surfaces.  Check file names and file tags for sensitive data (your name, organization or other details).

Although Web sites such as Facebook and Twitter are effective personal communication methods, participants must always remain cognizant of OPSEC guidelines to ensure the safety of the Sailors and family members assigned to the unit.

Social Media DO’s:  Write in a professional manner.  Use correct spelling and grammar.  Correct misinformation in a respectful manner.  Follow standard operating procedures.  Monitor sites regularly.  Keep an eye out for inappropriate use and comments. Social Media DON’Ts:  Sensitive, volunteer-related information.  Unit OPSEC information.  Plans, schedules and locations.  Copyrighted or trademarked information without permission.

NECC Sailor and Family Readiness SOP Page 31  Links that imply endorsement, such as charitable sites.  Information that is political in nature.

(e) NFAAS, the Navy Family Accountability and Assessment System, is an event-based system used by the Navy following a disaster, or other “event,” to help the Navy determine how and where Navy Family Members are. It is accessed through https://navyfamily.navy.mil designed to help Navy family members (Active Duty, Reserves, Department of the Navy Civilians, NAF/NEX employees and their immediate family members) who are directly affected by major natural or man-made disasters, such as fires, hurricanes, floods, earthquakes, etc.

 NFAAS allows you to report your current location, update emergency personal contact information and request assistance (especially if you had to evacuate far away from your home or place of work).  Your reporting assists the Navy in knowing where you are, how you are doing and to coordinate with applicable agencies in responding to your needs.  NFAAS allows your commanders and supervisors to account accurately for all assigned personnel and their family members.  Your reporting assists Navy leadership and authorities to make better decisions in supporting you and your family, to maintain military readiness and to preserve National Security during a disaster.  NFAAS allows case managers to contact you, provide you with important information and assist you in recovering from a crisis.

The Navy, following an event, not only needs to determine Command status and what Navy property was damaged, but how the event impacted Navy families. The Navy uses NFAAS to collect that information and track the recovery process. If an event earthquake, hurricane, etc) happens where the Sailor and their family lives or work, expect that the Command is going to want to know how and where they are. Ensure your Sailors and families are PREPARED for the worst. Keep information up to date! View the Navy Family Member Training at: http://www.novonicsttl.com/CNIC/FFR/VirtualOffice/N91/docs/NFAAS/playe r.html

Youtube Video: NFAAS – Prepare, Respond, Recover http://www.youtube.com/watch?v=2TJ7yjb_mPo&feature=related

Youtube Video: NFAAS – How to login http://www.youtube.com/watch?v=HIeCR8LbtpY

NECC Sailor and Family Readiness SOP Page 32 Youtube Video: NFAAS – How to update contact information http://www.youtube.com/watch?v=53ImlLZh_ZM&feature=relmfu

Youtube Video: NFAAS – How to fill out a Needs Assessment http://www.youtube.com/watch?v=pjIZavT-QuU Chapter 6

Operation Security and Personally Identifiable Information

1. Purpose. The purpose of this chapter is to ensure that sensitive information is not compromised.

2. Overview. Operational security (OPSEC) consists of measures taken to ensure that sensitive information is not compromised. Deployment areas and times, the location of families during deployment, the planned return date, and any special pre-deployment training are often considered OPSEC information. This information is not for public knowledge. Personally Identifiable Information (PII) is information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. This information alone or in combination with other personal or identifying information can become linked to a specific individual data such as date and place of birth, mother’s maiden name, etc.

3. Operational Security (OPSEC). Operational security consists of measures taken to ensure that sensitive information is not compromised. Emphasize the need for OPSEC during Pre-deployment and Pre-return briefs as well as and throughout the deployment. Family members often do not realize that a simple statement they make in passing may jeopardize the conduct of operations and the safety of those involved. Address these issues candidly.

OPSEC on Facebook: https://www.facebook.com/NavalOPSEC

Email: [email protected]

OPSEC presentation for families: http://www.slideshare.net/DepartmentofDefense/opsec-for-families

OPSEC Presentation for Ombudsman and FRG: http://www.slideshare.net/NavalOPSEC/ombudsmanfrg-training

NECC Sailor and Family Readiness SOP Page 33 Training to use with your Sailors and Families on OPSEC:  OPSEC Snapshot  Social Media Cyber Security Awareness Brief http://www.defense.gov/socialmedia/education-and-training.aspx/

To Maintain OPSEC Sailors and families must:

(1) Avoid discussing operational information over the telephone, in public areas, via e-mail or Internet "chat." (2) Avoid discussing knowledge of military events with members of the media. (3) Get clear guidance from the CO on information that can be distributed to families. 4. Confidentiality and Privacy Guidelines. Understanding the protocol and confidentiality of communicating official information is crucial. When dealing with confidential information, the CFRT members must closely follow all of the rules to protect the privacy of the Sailors and families in the command.

a. PII is information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc. This information alone or in combination with other personal or identifying information can become linked to a specific individual data such as date and place of birth, mother’s maiden name, etc. Data that falls under the purview of the Privacy Act of 1974 is a subset of PII and will follow the reporting procedures outlined in Privacy Act of 1974.

b. Individuals who handle Privacy Act data must complete Privacy Act training prior to gaining access to Privacy Act records. Web-based basic privacy Act training packages are available on the DON Privacy Act office website at www.privacy.navy.mil.

c. The CO must determine what information they need to know and what events they want to be apprised of. The following examples might be situations the Commanding Officer would need to know about:

(1) Expectation of media coverage regarding a family issue

(2) A serious crime

(3) Child abuse or neglect*

(4) Spouse abuse*

NECC Sailor and Family Readiness SOP Page 34 (5) Drug abuse

(6) Potentially dangerous situation (suicide)

(7) Any situation about which the FRO believes the CO needs to know

*Ombudsmen are mandatory reporters. However, some states require ALL citizens to report suspected abuse to the appropriate authorities.

**While providing services within the scope of their duties, Ombudsman(s) and Official Family Readiness volunteers are afforded the same tort liability protection as government employees under the Federal Tort Claims Act. In addition, Official Family Readiness volunteers are subject to laws and regulations (Privacy Act) as if they were government employees.

c. The FRO has an obligation to the Sailors and families to keep confidential the personal information shared by command families. By extension, the CO shall ensure the Ombudsman and Family Readiness Group Leader maintain the same commitment to the confidentiality of the specific and personal information that might be shared with them by families.

d. The information the command collects must be necessary and relevant to accomplish the mission. Because the FRO, the Ombudsman and Official Family Readiness Group Volunteers may receive information that would fall under the Privacy Act, they will need to understand the disclosure rules for the personal information they will be safeguarding.

e. Several guidelines govern the exchange of personal information:

(1) Personal information cannot be disclosed without permission from the Sailor and the family or unless you are required by law or regulation to disclose the information to the CO or the CO’s designated representative.

(2) Personal information will only be disclosed to those designated by the CO.

(3) General information will not be repeated without permission. General information includes, but is not limited to:

(a) Number of children

(b) Housing area

(c) Work section

(d) Type of vehicle

NECC Sailor and Family Readiness SOP Page 35 (e) Health of family members

Confidentiality and Personally Identifiable Information (PII) is governed by DoD Manual 5205.02M.

Chapter 7

Crisis, Trauma and Recovery

1. Purpose. Crisis and trauma can happen at any time - in theater, during training, or at home. Crisis comes in many forms and every situation is unique—a new set of orders that requires a change in geographic station may be “business as usual” to an experienced spouse, but to a newlywed or dependent children the orders may induce panic. The nature of the missions undertaken by NECC forces requires commands to prepare Sailors and families for the most challenging crises imaginable—natural disasters, injuries involving Sailors and/or family members or possibly death. Planning and preparation for these ‘worst-case scenarios’ will enable individuals to deal with the smaller crises that populate every day. It is important to understand and remember three groups may be impacted by crisis/trauma. The impacted sailor and family, the Command and families (friends, team mates) and the CFRT members (to include Leadership, FRO, Chaplain, CACO, and volunteers)

In order to prepare, it is important to have a basic understanding of how individuals respond, what are the stressors of the event, individuals’ needs, and what resources are (or will be) available to support the CFRT, Sailors and their families. The intent is to minimize the impact of events that can be traumatizing for the command, Sailors, and families and to foster resilience, recovery and personal growth following a trauma. It introduces the concept of a Casualty Response Team.

2. CAsualty REsponse (CARE) Team. CARE Team is a group of volunteers who are trained to support the family of a deceased/wounded Sailor immediately after a notification of a death or serious injury. These volunteers also provide coordinated support for command families. CARE Teams revolve around OMB and FRGL, but exist to alleviate the full "burden" of care for an impacted family from the OMB/FRGL so that they may also focus on the larger issues of readiness during crisis (secondarily, the possibility of multiple casualties necessitates the CARE Team having individuals other than OMB and FRGL). Care Team volunteers can include leadership spouses and any spouse of command members who volunteer to attend the training. What a command CARE Team can do to support the impacted family and command families: • Communication support • Home care assistance • Childcare support NECC Sailor and Family Readiness SOP Page 36 • Meal support • Transportation • Assistance to visiting family • Other family support

CARE Team Handbook can be found: http://issuu.com/necclibrary/docs/care_team_handbook_aug2012

Note: CARE Team support will ONLY be utilized at the request of the impacted family. The CARE Team volunteers will provide meaningful and practical assistance that complements the assistance provided by the CACO, Chaplain and TRIAD so that the family can continue to function while dealing with a traumatic event. The actual support provided depends on family needs and command guidance. It is important to stay within the guidelines provided Navy and COMNECC instructions.

A WORD OF CAUTION Let the family maintain control over what they can reasonably do for themselves. Let the family identify their needs rather than telling the family. Make suggestions or offer to help in a particular way, but you must seek feedback from the family before taking action. It is important not to contribute to the family’s stress by being overbearing or “overly helpful”.

3. Command Response To A Traumatic Event. How a command responds to a traumatic event will have direct impact upon how Sailors and families perceive the command and its leadership. It is vital to establish proactive plans that address preparedness, response and recovery phases.

a. Preparation Phase: Due to the various mission types of NECC commands it is important to understand that preparedness is not limited to a scheduled deployment.

(1) Ensure administrative paperwork (e.g. NFAAS, page 2’s) is current.

(2) Review pertinent Navy and local SOP’s on Disaster preparedness and response plans to include “Operation Prepare”. Operation Prepare training provided by FFSC.

(3) Ensure all CFRT members have a clear understanding and are included in the planning of the Disaster Preparedness and response plans. It’s important that CFRT members proactively communicate with the families of known impending natural disasters, events with plans

NECC Sailor and Family Readiness SOP Page 37 and resources available. If the command is deployed communicate to both the Sailors and Families.

(4) Establish a communication plan that allows information from command (including deployed commander) to be quickly and accurately disseminated to families.

b. Response phase

(1) Provide a prompt response. Talk plainly and honestly to families. By providing open, clear and honest communications in times of heightened anxiety will help mitigate rumors, misinformation and negative perceptions along with calm people and reduce people’s sense of risk.

(2) Include families in the healing process. Conduct memorial services that provide opportunity for tributes and shared mourning. Involve employers and schools in community memorials.

Note: It is common for a sailor and family to struggle to find meaning in the event (i.e., “why did their happen?”). Thus, reactions initially following the trauma event may be intense, but not always. Reactions do tend to change over time as the Sailor and family moves through the recovery process and transitions to the new situation. During the recovery process, there will be good days and bad days for a sailor and family until they are able to thrive. Keep in mind that it will take time for a Sailor and family to recover. The length of time to recover will vary across families and across individual family members.

(3) Provide information to help individuals understand normal reactions and recovery process. This is helpful in normalizing the experience for individuals and helping individuals to have realistic expectations for recovery. Keep in mind that most people will not need counseling, but they will need education and resources. Provide psychological first aid for acutely distressed individuals through referrals and resources available.

(4) The emotional response will be broad and many will feel the “realness” of the situation; sometimes great grief comes from those who are the least expected. Listen to the Sailors and families and respond accordingly. Observe pattern changes, risky behaviors, anxiety, outbursts, and anger. It is important for CFRT to discuss command climate, situations of concern.

(5) Conduct informational and family resiliency briefing for command and families within a few day of casualty or disaster. Tailor support or intervention efforts to particular groups. Be aware of the impact of survivor’s guilt on both the service member and spouse.

NECC Sailor and Family Readiness SOP Page 38 c. Recovery phase

(1) Facilitate community healing. Consider opportunities for families to connect and lean on each other and even laugh. Doing so will help reduce stress and remind families they are not alone.

(2) Continue to monitor needs, mental health issues and functioning. Get individuals with psychiatric diagnosis into treatment rapidly.

(3) Continue to conduct outreach to connect and provide information to build people’s resilience and coping skills. Over the following weeks maintain open communication with your Command families regarding memorials, homecomings of wounded warriors, locations to send flowers/cards, and support services available to them.

(4) If an incident occurred while on deployment; upon the expected return of the remaining Sailors, consider a separate post- crisis reintegration brief with the spouses. Consider having a counselor or Chaplain facilitating an opportunity for families to discuss concerns and understand what to possibly expect of their returning sailor, their own emotions, and any other topics that arise.

(5) After assisting the family, an After Action Review (AAR) may be scheduled. This review provides a process to discuss the sailor and family readiness support and make notes on what went well and what could’ve be improved. No response program runs smoothly or without incident. The AAR serves as a tool filled with best practices and lessons learned to change current response methods. The input is very valuable.

3. Individuals respond to traumatic events. Individuals’ (both children and adults) reactions to traumatic events reflect their response to stress, intense fear, helplessness, vulnerability, and loss. Their response involves physical (bodily), emotional (feelings) and cognitive (thoughts) reactions. Individuals’ reactions to traumatic events vary considerably and can have varying impacts. For some individuals, the reactions cause a mild disruption in an individual’s life whereas others exhibit severe and debilitating impairment in functioning.

4. Tips on Dealing with Individuals’ Reactions

a. Do’s

(1) Express your sorrow for the deceased and the family. Say you are sorry about the griever’s pain and the situation. Simply say, “I’m sorry” or, “Words fail me.”

NECC Sailor and Family Readiness SOP Page 39 (2) Remember to extend condolences to forgotten mourners: grandparents, siblings, stepchildren, aunts and uncles, and cousins. Be observant of the children. Children mourn too.

(3) Be compassionate and sensitive.

(4) Accept diversity in how individuals respond and cope. Accept grief and anger as normal reactions.

(5) Let individuals know that their reactions are normal.

(6) Be patient. Give the individual time to grieve and recover. Avoid judgments about the family and the tragic situation.

(7) Listen quietly and non-judgmentally. Allow the family to talk and in the early stages of grieving, to take the lead in conversation. Allow family members to express as much grief as they are feeling at any given moment and are willing to share. The family needs “permission to grieve.” Allow the family to talk about the endearing qualities of the person that has died.

(8) Be comfortable with just being silent and not talking. Also, if you do not know what to say, that is okay. Sometimes it is hard to find the words that convey what you are feeling for the family and their loss. That is perfectly all right. Sometimes the best way to comfort is just by being with them. Your presence is all that is needed and is the one thing that is most appreciated.

(9) It is a good practice to mention the deceased by name.

(10) Arrange or provide practical assistance and support as appropriate. Also encourage individual to ask for help. Be aware that it is often difficult for grieving people to reach out for help.

(11) Let your genuine concern and caring be visible. Accept that it is not possible for you to make the grieving person feel better. Be accessible, but not pushy.

(12) Sometimes the family just does not want to see anyone because they are tired or just want to be alone. Do not take this t personally, but give them the space needed. If you sense that “traffic control” is warranted, step in and be the gate keeper.

(13) Encourage family to take care of themselves (i.e., eat properly and get rest).

(14) Ensure family does not become isolated. Encourage family to have contact with their support network and connect with others.

NECC Sailor and Family Readiness SOP Page 40 b. Don’ts

(1) Don’t be afraid of silence. Don’t be afraid of tears.

(2) Don’t inhibit open communication. For example, don’t change the subject when the griever mentions the deceased/wounded.

(3) Don’t let your own sense of helplessness or discomfort; keep you from reaching out to the family.

(4) Don’t answer questions about the injury or death. It is common for families to have questions, but refer family to CACO or Command Leadership/RBL.

(5) Don’t impose your explanation on why this has happened. Don’t try to answer the question, “why?”

(6) Don’t say “I know how you feel” or “Everything will be all right”.

(7) Don’t say anything that implies a judgment about the family’s feelings: “You ought to be feeling better now” or “You’ll be feeling better in a month or so” or “I know how you feel.” Don’t encourage the family to “get over it”.

(8) Don’t make statements or ask questions that induce guilt or affix blame.

(9) Don’t treat the family like invalids. Let the spouse/family be in control and do the things that they want to do for themselves. There is a tendency for volunteers and those trying to give assistance to overdo it. Although well intended, for the family, this can become very trying at times. Keep in mind that the family may be experiencing anger and a sense of loss of control so little things can become big things. The bottom line is, if the family wants to get their own coffee, get their own sandwich, answer their own phone, etc., let them.

(10) Don’t be too direct or give advice. (For example, don’t make suggestions regarding packing up clothes, photos, etc.)

(11) Don’t try to find something positive in the death. Don’t make statements, such as “God knows best” or “It’s God’s will”.

(12) Don’t impose your own religious beliefs or discount those of the family. Respect family’s religious and cultural beliefs.

NECC Sailor and Family Readiness SOP Page 41 (13) Don’t assume anything. For example: if the widow or spouse of wounded isn’t crying, don’t assume she’s not upset or if she’s screaming, don’t assume she can’t care for herself or her family.

A WORD ABOUT WHY DISTRESS AND MENTAL HEALTH PROBLEMS OCCUR An individual’s (families) responses to a stressor event and stress are shaped by the adequacy of individual (and family) resources along with their perceptions of the meaning of the event. If resources are overwhelmed and negative view is taken, then responses are likely to be maladaptive. In contrast, individuals who have sufficient resources and who reframe events or view event as opportunity for growth adapt better. The nature of individual/family responses determines the level of stress experienced.

5. Counseling Support

For those times of heightened stress, the Command is able to request stress management support from Fleet and Family Support Center (FFSC). They may also be able to tailor briefs relative to the needs of the command and families who may require help coping with suicide in the command, a training accident, or combat casualties.

Chaplain services are another resource available to provide counseling support to Sailors and their families.

Vet Center is a great resource for counseling for both service member and family members. They will also see extended family members who are not in DEERS.

TRICARE and Military OneSource also offer counseling services. Military OneSource can provide, at no cost and without notifying the Command, twelve free counseling sessions per family member and per deployment issue, sometimes with an off-base counselor in the area.

Military Family Life Consultants (MFLC) are funded by the Department of Defense. The MFLC program provides licensed counseling specialists to individual units who are remotely located and unable to access local services.

It has also expanded to augment on-base counseling services through FFSC to provide short-term, situational, resource and education counseling services and psycho-education to service members and their families. Services are provided to individuals, couples, families, and groups on issues such as stress, anger, relationships, parenting, conflict resolution, deployment, separation, and more.

NECC Sailor and Family Readiness SOP Page 42 Active-duty Sailors stationed in the United States and their immediate family members may call the Red Cross Armed Forces Emergency Service Centers for help seven days a week, 24 hours a day, 365 days a year.

Chapter 8

Legal

1. Purpose. Active and Reserve Judge Advocates stand ready to assist Sailors and their families in keeping legally ready to execute mission at home and overseas.

2. Overview. Legal readiness means different things to different Sailors, as it depends on where you stand in your personal and professional life. In addition, you can approach any active duty military legal assistance attorney regardless of their branch of serve.

Legal assistance attorneys are available, free-of-charge, on any active duty U.S. military installation worldwide. In the Navy, legal assistance attorneys are assigned to Region Legal Service Offices (RLSO). Though they cannot represent you in court, they can point you in the right direction.

3. Common legal issues routinely completed:

a. Free notarization services on documentation

b. Estate planning  Wills  Powers of attorney  Advanced health care directive

c. Tax advice and free tax preparation

d. Family law advice, to include adoption, divorce and separation advice

e. Landlord/tenant issues and other property disputes

f. Servicemembers Civil Relief Act (SCRA) rights – reduced interest rates, breaking leases and phone contracts, and other related rights pertaining to upcoming deployments.

NECC Sailor and Family Readiness SOP Page 43 g. Uniformed Services employment and Reemployment Rights Act (USERRA) – your right to your current civilian job. More information can be found at http://www.ocs.gov/userra.htm

h. Consumer Law issues- free advice and service in dealing with creditors and collections, improving you credit rating, handling debt, and other financial assistance tools.

i. Disability Evaluation System (DES) and VA Benefits. If facing medical separation or retirement.

Legal office mission is to ensure Sailors and their families know the next step to take in order to protect their rights.

To find your local RLSO office, go to the RLSO locator page at: http://www.jag.navy.mil/legal_services/legal_services_locator_rlso.htm

NECC Sailor and Family Readiness SOP Page 44 Chapter 9

Funding Your Program

1. Purpose. This chapter provides detailed information on the support and funding of Command’s Family Readiness Program and the Command’s Ombudsman.

2. Roles and Responsibilities. COs will provide support to Command Family Readiness Program as command resources permit. It is the responsibility of the CO to establish upfront what specific guidance the Command Ombudsman will receive.

a. Command Ombudsman. It is important for the ombudsman and the CO to discuss the Family Readiness Program’s budget and determine what support can be provided. It is important to establish upfront specific, preapproved expenses.

(1) Administrative Support such as paper, envelopes, pens, copier service, clerical assistance, and other support will be as command resources permit.

(2) Command Supported Newsletter. If the command has an established command newsletter, an Ombudsman may add to it. However, if the command does not have an established newsletter, the ombudsman can produce one with content approved by the command before distribution.

(3) Claim for Reimbursement. Based on an authorized budget, the command may reimburse the command ombudsman. To receive reimbursement, the ombudsman must document expenses and submit a SF 1164 and appropriate receipts to the command. CO’s may reimburse the items found in OPNAVINST 1750.1G enclosure 6.

(a) Childcare, by any provider, but not to exceed the local rate that would be charged by the Child Development Center. Currently established Child Development Center usage priorities apply to the Ombudsman.

(b) Mileage, parking, and tolls paid at the current Government privately-owned vehicle rate. Mileage must be documented and parking and tolls require receipts.

NECC Sailor and Family Readiness SOP Page 45 (c) Communication equipment such as a computer, cell phone, page, or other electronic devices, long distance calling cards or plans, or internet service are authorized. Command pre-authorization/approval of equipment expenditures is required for reimbursement. Command- owned equipment may be issued to the Ombudsman at the discretion of the commanding officer/commander if they decide the command program will function more effectively. This equipment must be accounted for and returned when the Ombudsman resigns the position. The Ombudsman must limit use of these items to execution of official duties only.

(d) Telephone lines and any necessary telecommunication equipment may be installed in the private residences of persons who provide voluntary services. In the case of equipment installed under this authority, the commanding officer/commander may pay the charges incurred for the use of the equipment, for the authorized purposes, using Appropriated Funds or Non-Appropriated Funds. Installation of such equipment must not be done routinely, but only after careful consideration and subsequent decision that to do so is necessary for the command Family Ombudsman program to function.

(e) Travel expenses incurred during command-directed/ authorized participation in training, conferences, etc., will be paid.

1. Local command may reimburse the Ombudsman for costs of childcare and mileage incurred during Ombudsman Basic and Advance Training. To be eligible for reimbursement, the Ombudsman must have a letter of appointment and have signed the volunteer agreement. In locations where training is not available, a command may issue Invitational Travel Orders, to enable the Ombudsman to complete the course at another installation. When Ombudsman Basic Training is not available in your area, use reasonable effort to find the closest training in order to minimize travel expenses.

2. Travel expenses incurred during command-directed/authorized participation in other training, conferences, or meetings, will be paid by the command. The command is authorized, budget permitting, to issue Invitational Travel Orders and fund the associated travel, berthing, meals, and incidental expenses for Ombudsman to attend non- local training that will improve their effectiveness. Expenses may be reimbursed or travel advances may be authorized. DD 1351-2, Travel Voucher, Sub-voucher, or other command approved travel claim process must be used to claim travel reimbursement. Local travel expenses are to be reported on SF 1164, Claim for Reimbursement for Expenses on Official Business. Receipts must be submitted as required by the command.

(f) Other Incidental Expenses. Other Incidental expenses may be paid from Appropriated Funds. The expense can only be incurred and paid directly by the command at the discretion of the commanding

NECC Sailor and Family Readiness SOP Page 46 officer/commander. These expenses are not reimbursable to the Ombudsman.

(g) Other Support. Administrative support such as paper, envelopes, pens, copier service, clerical assistance, command telephone cars, use of government mail, and government vehicle transportation should be budgeted and may be provided from Appropriated Funds or Non-appropriated Funds, as command resources permit.

(h) Newsletter Expenses. The command will assume all costs for the production and delivery of the Ombudsman newsletter. The newsletter content must be approved by the command prior to printing or electronic distribution. If produced solely within the command, it is responsible for providing technical/administrative support, paper, printer access, and delivery costs (stamps/bulk mail, etc.? If it is printed/delivered by the Document Automation and production Service, the command must approve and provide the funding. The local printing officer can provide guidance. Use of government mailing privileges is authorized for official information such as mailing of newsletters. For definitions and additional guidance on use of official mail privileges, see the Navy Family Ombudsman Program Manual.

b. Responsibility for Supervision of the Ombudsman. Navy has the responsibility for the primary supervision of Ombudsmen when they are providing services to Navy. This responsibility may be delegated to authorize supervisors.

(1) The commanding officer/commander and the ombudsman, at the time of appointment, must complete a DD 2793, Volunteer Agreement for Appropriated Fund Activities and Non-Appropriated Fund Instrumentalities. A copy of the signed agreement should be given to the volunteer prior to commencing volunteer services. Part II of the from will be completed at the end of the Ombudsman’s term of service in order to document the dates of the volunteer service. A copy of the completed volunteer agreement shall be given to the Ombudsman upon termination of service. Volunteer records shall be retained for three years following the termination of volunteer service by the command receiving the service.

(2) Commanding officers/commanders shall ensure that neither they nor their paid or volunteer staff violates the provisions of OPNAVINST 1750.1G. By law, no Department of Defense official shall directly or indirectly impede or otherwise interfere with the right of a spouse of a military member to pursue and hold a job, attend school, or perform volunteer services on or off a military installation. Moreover, no official shall use the preferences or requirements of the command to influence or attempt to influence the employment, education, or volunteer decisions of a spouse.

NECC Sailor and Family Readiness SOP Page 47 3. Ombudsman Appreciation/Recognition. Each command will establish a program to recognize the volunteer contributions of their Navy Family command Ombudsman. Some general guidelines include:

a. Personally support the program, especially with their time.

b. Value the Ombudsman’s opinion and advice.

c. Let the Ombudsman know they have done a good job, in writing or in person, and look for opportunities to provide official recognition at command functions and in publications. d. Celebrate Ombudsman Appreciation Day (Sept 14) in an appropriate and timely way.

e. Present a personally written letter of commendation or certificate of appreciation oat the end of service.

f. Issue an official nametag with command emblem attached inscribed with the ombudsman’s title and name.

g. Purchase an Ombudsman pin through the Navy Uniform Service of the Navy Exchange and present to the Ombudsman. While it is usually worn separately from the nametag, it can also be attached to it.

h. Include the Ombudsman’s name and e-mail address in the plan of the day/week.

i. The commanding officer/commander may use Non-Appropriated Funds, if available, for individual Ombudsman appreciation dinners and Ombudsman plaques and awards. The Non-Appropriated Funds limitation is $50 per Ombudsman per year, not to exceed a total of $500 (multiple Ombudsmen) per Morale, Welfare, and Recreation fund per year. Cash awards are not authorized.

4. Accounting for Funds. Ombudsmen are required to keep track of their expenses. Ombudsman may be eligible to claim tax deductions from the federal government for any unreimbursed costs associated with volunteering.

5. Official Volunteers Per OPNAVINST 5380.1, CO will discuss with the Official Volunteer what support can be provided. It is important to establish upfront specific, preapproved expenses.

NECC Sailor and Family Readiness SOP Page 48 Chapter 10

Family Readiness Instructions

Title 10-Section113/135 FAMILY READINESS

DoDI 1342.22 MILITARY FAMILY READINESS

DoDI 1342.22 states all military services will provide the following services. However, each service executes their own way:  Relocation Assistance  Non-Medical Individual and Family Counseling  Personal and Family Life Education  PFM Services (Personal Financial Management)  I&R Services  Deployment Assistance  Spouse Education and Career Opportunities (SECO)  Exceptional Family Member Services  Child Abuse Prevention and Response Services  Domestic Violence Prevention and Response Services  MWR Services  EFA (Emergency Family Assistance)  Transition Assistance

DoD Manual 5205.02-M DoD OPERATIONS SECURITY(OPSEC)PROGRAM MANUAL

SECNAVINST 1752.3B FAMILY ADVOCACY PROGRAM (FAP)

SECNAVINST 1754.1B DEPARTMENT OF THE NAVY FAMILY SUPPORT PROGRAMS

NECC Sailor and Family Readiness SOP Page 49 SECNAVINST 1754.6A RELOCATION ASSISTANCE PROGRAM FOR DEPARTMENT OF THE NAVY PERSONNEL

SECNAVINST 5211.5E THE DON PRIVACY PROGRAM

OPNAVINSST 1001.24 INDIVIDUAL AUGMENTATION (IA) POLICY AND PROCEDURES

OPNAVINST 1700.9E CHILD AND YOUTH PROGRAM (CYP)

OPNAVINST 1740.3C COMMAND SPONSOR AND INDOCTRINATION PROGRAMS

OPNAVINST 1740.4D U.S. NAVY FAMILY CARE POLICY

OPNAVINST 1750.1G THE NAVY FAMILY OMBUDSMAN PROGRAM

OPNAVINST 1752.2B FAMILY ADVOCACY PROGRAM (FAP)

OPNAVINST 1754.1B FLEET AND FAMILY SUPPORT CENTER (FFSC) PROGRAM

OPNAVINST 1754.2D EXCEPTIONAL FAMILY MEMBER PROGRAM

OPNAVINST 1754.5B THE FAMILY READINESS GROUP

OPNAVINST 1754.6 PERSONAL AND FAMILY READINESS SUPPORT FOR INDIVIDUAL AUGMENTEES AND THEIR FAMILIES

OPNAVINST 1754.7 RETURNING WARRIOR WORKSHOP PROGRAM

OPNAVINST 1770.1A CASUALTY ASSISTANCE CALLS AND FUNERAL HONORS SUPPORT (CAC/FHS) PROGRAM COORDINATION

OPNAVINST 5380.1B VOLUNTARY SERVICES IN DEPARTMENT OF THE NAVY

CNO NAVADMIN 182/07 COMBAT AND OPERATIONAL STRESS CONTROL AND WARRIOR TRANSITION PROGRAM IMPLEMENTATION

CNO NAVADMIN 331/09 RETURNING WARRIOR WORKSHOP IMPLEMENTATION

CNO NAVADMIN 295/10 FAMILY READINESS COMMUNICATION POLICY

USFF IA Gram #5 (NAVADMIN 099/09) COMMAND IA COORDINATOR PROGRAM

CNICINST 1754.2 FAMILY READINESS GROUPS

COMNAVRESFORINST 1342.1A NAVY RESERVE WARRIOR AND FAMILY SUPPORT PROGRAMS

NECC Sailor and Family Readiness SOP Page 50 COMNECCINST 1738.1 OPERATION STRESS CONTROL AND WARRIOR TRANSITION PROGRAM

COMNECCINST 1754.1C NECC SAILOR AND FAMILY READINESS PROGRAM

NECC Sailor and Family Readiness Program (SFRP) instruction establishes policy and assigns responsibility for the standardized implementation of the NECC SFRP to ensure each command, regardless of deployment status or operational tempo, maintains optimum personal and family readiness thereby enhancing each command’s operational readiness.

COMNECCINST 5040.2A COMMAND ASSESSMENT PROGRAM

Chapter 11

Links

1. Purpose: The purpose of this chapter is to provide links to make communicating with your Sailors and families easier.

2. Links:

 NECC Toolbox of Resources: http://issuu.com/necclibrary/docs/fr_toolbox_version9_october13

 Ombudsman Registry www.ombudsmanregistry.org

 Navy Family accountability and assessment system (NFAAS): https://navyfamily.navy.mil

 IA Family Handbook: http://www.slideshare.net/navyffsc/ia-family-handbook-updated- july-2011

 Personal Identifiable Information (PII): http://www.public.navy.mil/bupers- npc/reference/instructions/BUPERSInstructions/Documents/BUPERSNOT E%205239.pdf

 PII- User’s Guide: www.doncio.navy.mil/Download.aspx? AttachID=1133

NECC Sailor and Family Readiness SOP Page 51  Navy Ombudsman Social Media Handbook: http://www.slideshare.net/USNavySocialMedia/ombudsman-social- media-handbook-summer-2010-web-version

Chapter 12

Forms

3. Purpose: The purpose of this chapter is to provide forms for Family Readiness in one place.

 Family Crisis Response Form

 Volunteer Agreement Form http://www.dtic.mil/whs/directives/infomgt/forms/eforms/dd2793.pd f or http://www.ffsp.navy.mil.

 Claim For Reimbursement for expenditures on Official Business: http://www.nps.edu/services/travel/documents/sf1164.pdf

NECC Sailor and Family Readiness SOP Page 52 Chapter 13

Samples

1. Purpose: The purpose of this chapter is to provide samples for Family Readiness in one place. Samples give you a starting point to complete your own email, communication plan etc…. Seeing how others communicate might help to get your creative side started. Please edit to suit your needs.

a. INFORMATIONAL EMAILS

1. Just checking in:

Hi All!

I just wanted to send a quick message to check on you! I hope that everyone is happy and healthy, but if there is anything you need that you think I may be able to help with, please let me know! That is what I am here for. Also if there is anything you would like to see from me that I am not doing, please don't hesitate to tell me. It is important for me to know what your needs and expectations are to better serve you! Enjoy the rest of the week...I heard the weather is to be 72 degrees or something fabulous like that on Friday! YAY! Talk to you soon.

2. Have information to put out:

NECC Sailor and Family Readiness SOP Page 53 Hello Everyone,

Following is some great information and resources to pass along to your commands and families. Have a wonderful weekend!

1. - NMFA Family of the Year Award - Nominate an Outstanding Military Family to Win $1000! 2. - 25th Original Bay Bridge Run/Walk Registration NOW Open 3. - Sesame Street Family Connections 4. - FREE Banners and Jumbo Cards for our Troops - Order Yours! 5. - Change the World...One Helping Hand at a Time

------1. National Military Family Association's (NMFA) Family of the Year Award - Nominate an Outstanding Military Family to Win $1000!

Nominate your family or a special family you know. One family from each of the seven Uniformed Services will be chosen, from the nominations submitted, to represent their Service branch.

That's right-a family from the Army, Navy, Marine Corps, Air Force, Coast Guard, NOAA and the USPHS will be picked. From these seven outstanding families, one family will be named the National Military Family Association Family of the Year!

All family finalists will receive an all-expense paid trip to Washington, DC for the award ceremony and announcement of the Grand Prize winner. The recipient of the National Military Family Association Family of the Year will also receive a cash prize of $1,000!

Nomination period opens February 22. Visit www.militaryfamily.org/familyaward to nominate your family or a military family you know for the 2011 Family of the Year Award!

------2. 25th Original Bay Bridge Run/Walk Registration NOW Open

Be one of 10,000 participants to cross the Coronado Bay Bridge on foot with The Navy's 25th Original Bay Bridge Run/Walk 2011 taking place on Sunday, May 15 at 8 am. All proceeds benefit the Quality of Life Programs for Navy personnel. Enjoy the scenic four-mile run/walk from downtown San Diego's bay front, across the Coronado Bay Bridge and into Coronado's beautiful Tidelands Park. Plus, included in your entry is a ticket to the Saturday, May 21st Padres vs. Seattle Mariners game. To register visit www.mwrtoday.com/bridgerun

If participation in the event isn't for you but you would like to help, volunteers are needed! To thank you for your time, volunteers receive a letter of appreciation, event T-shirt, refreshments and a ticket to the Saturday, May 21st Padres game. To volunteer please visit www.mwrtoday.com/bridgerun

------3. Sesame Street Family Connections

NECC Sailor and Family Readiness SOP Page 54 Sesame Street Family Connections helps families to stay connected during deployment by creating their own FREE family network where only the family and friends you invite can post messages, create and share artwork, and upload photos and record videos.

They also offer resource materials and strategies to help military families cope with pre-deployment, deployment and reunions.

Visit www.sesamestreetfamilyconnections.org for more information.

------4. FREE Banners and Jumbo Cards for our Troops - Order Yours!

Is your service member returning soon? Or if they are still going to be deployed for a while, would you like to send them a Jumbo card to brighten their day? Visit www.buildasign.com/troops to order your FREE welcome home banner or jumbo card. It truly is a great deal!

------5. Change the World...One Helping Hand at a Time

You can make a world of difference by becoming a volunteer!

Volunteering can help you make friends & meet people, increase marketable skills, build community networks, find employment, advance your Navy Career, and much more.

To learn more about volunteer opportunities see the attached flyer or call (619)556-7404.

------

If you would like to be removed from the Ombudsman E-mail tree please send information to your email address.

Thanks so much!

V/R, Your name

Your signature

Your Number Your email address Social Media addresses that you use – Facebook, Twitter etc…

FOR OFFICIAL USE ONLY - PRIVACY SENSITIVE - Any misuse or unauthorized disclosure can result in both civil and criminal penalties.

b. Homecoming emails

1. Homecoming is getting closer:

Hello all,

NECC Sailor and Family Readiness SOP Page 55 Check out the attached fliers. There is some great information!

Time is getting short. Please remember to never use dates and times of military movement on phone calls, emails, or any type of social networks. **Doing so can put our troops at Risk.** If you have any questions pertaining to what you can or cannot say, please don’t hesitate to contact one of our Ombudsman.

Thank you for understanding!

Have a great Seabee Day! NMCB XXX Ombudsman

2. Detailed email with homecoming very close:

Good Evening!

Your Warrior has been overseas, performing their duties and you've been home holding up both ends of the line. It is a great accomplishment to make it through deployment. You're almost there. I hope the light at the end of the tunnel is getting brighter - you are almost there! At homecoming you can look forward to food, beverages and celebration of YOU the FAMILIES while you wait for your Warrior. Once the first Warrior walks through those doors, the party is over and you'll be on your way home! All we ask is you have some fun while you wait for those doors to open... now lets get down to business!

NOTIFICATION PROCESS: In an attempt to limit the amount of changes in information I will only be reporting confirmed information. The Service Member appointed Point Of Contact (usually the spouse or parent) will be notified by phone when the following occur:

1. The unit/service member has departed the area of operation 2. The unit/service member has arrived at the midway point 3. The unit/service member has departed the midway point (you will be provided an ETA CONUS) 4. The service member is within 3 hours of arrival. You'll be directed to make your way to the pick-up location

Pick-up location, date and time of homecoming will NOT be shared via the internet. There will be NO email or facebook message with specific or time sensitive information included. The command is requesting you be discrete when informing family or friends of the estimated arrival date for your Warrior. Please do not give this information via email or social media.

Things to remember:

* Projected arrival dates change * Arrival times vary and can be in the early morning (i.e. 3AM) * This information is sensitive and should not be shared via social media * ALL notifications will be made to the Service Member Appointed Point of Contact * ALL notifications will be made by the Command Ombudsman

NECC Sailor and Family Readiness SOP Page 56 * If you have any questions please contact the Command Ombudsman

Attached you will find some information covering reintegration, normal reaction to combat deployments and warning signs for stress related injury and illness. During the reintegration briefing we discussed expectations, anxiety, bonding with children, reconnecting as a couple... etc.

TIPS FOR RE-INTEGRATION:

* Listen to each other. Take your time and make sure your expectations for homecoming are reasonable and expressed to your spouse. * Understand that each of you have changed over the deployment. * Take your time, get to know each other again and celebrate your Warrior's return home * Be consistent with your children - have a united front as parents! Be a team. * Explain your current routine to your Warrior. Be ready to incorporate them back into your life. * Find simple and gentle ways to re-introduce your spouse to small children and infants * Have reasonable expectations for "romance" when your Warrior returns * Allow your Warrior time to physically recover from deployment related travel * Discuss expectations for homecoming activities/outings

STRESS (common vs Injury/Illness): Why is it important to know the difference? You know your Warrior better than anyone. You love them, you want the best for them. YOU are their best asset for health and wellness. Know what is common so you can be prepared for it; know what is severe so you can identify it and work through it. Not every stress reaction equals PTSD. There are "normal" recovery periods from deployment. Here are some things you may see when your service member returns... if these behaviors become invasive or adversely affect the family/life of the service member it is time to seek help.

Common:

* Trouble concentrating * Being jumpy and easily startled * Being on guard, always alert, concerned too much about safety and security * Avoiding people or places related to the trauma * Too much drinking, smoking, or drug use * Lack of exercise, poor diet, or health care * Problems doing regular tasks at work or school * Aggressive driving habits

Injury/Illness:

* Family and social relationship troubles — frequent and intense conflicts, poor communication, inability to meet responsibilities * Work, school, or community issues — frequent absences, conflicts, inability to meet deadlines, poor performance

NECC Sailor and Family Readiness SOP Page 57 * Frequent or severe depressed or angry moods — especially if there is a possibility that they are going to hurt someone else or themselves * Frequent intrusive thoughts or images of war zone experiences. Being regularly hyper alert or on guard If your service member’s reactions are causing significant distress or interfering with normal functioning, they might benefit from seeking help. Admitting that they have a problem, however, can be tough.

Our Warriors are highly trained experts in their field. They prepare for their mission and are devoted to their Service. Most if not all of our Warriors will cope with and recover from their deployment with little or no issue. If you ever have a question please feel free to contact me. I will refer you to the subject matter experts... All communication with me is considered confidential - unless there is a threat of harm I will not report our conversation to anyone.

I am so happy for all of you! You're almost done... keep an eye out. I cannot wait to give you a call with some great news! In the meantime please call if you have any questions!

Finally, special thanks to all who supported us during this deployment….

Thank you all! Have a wonderful evening... XXXXXX, OMB for XXX

c. Welcome Email to Families

Dear XXXX

On behalf of (your Sailor), welcome to (command)

(Command) is a …. (use the fact sheet located on www.necc.navy.mil) to give a description of the mission of the command.

Some of the information I will be providing:  Official an authorized communication  Readiness and Deployment Support  Information and Referral services

Attached is services and schedule provided by the local Fleet and Family Service Center (FSSC).

We communicate official correspondence through the following the social media sites:  Website: www.your command.com  Facebook: www.facebook.com/XXX  Twitter: www.twitter.com/XXX  Pinterest: www.pinterest.com/XXX

NECC Sailor and Family Readiness SOP Page 58 My contact information is:  Address:  Email:  Phone number:

Your personal closing, Your name

P.S. I’ve attached a copy of the local FFSC services.

NECC Sailor and Family Readiness SOP Page 59

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