CAPP 60-74 30 June 2020 Activity Director Guide A Handbook for National Cadet Special Activities, Cadet Special Activities, and National Flight Academies Civil Air Patrol National Headquarters Supersedes: CAPP60-74 30 June 2020 OPR: XXX/XX Distribution: National CAP website Table of Contents Page Preface ...................................................................................................................... 1 Overview ................................................................................................................... 1 I. General ................................................................................................................ 2 Administration ......................................................................................................... 2 Key NHQ Contacts ..................................................................................................................... 2 Activity Staff ............................................................................................................................... 2 Activity Continuity ..................................................................................................................... 3 Active Duty/Reservists ............................................................................................................... 3 POV and Corporate Vehicles ...................................................................................................... 3 Uniforms ..................................................................................................................................... 4 Adult Drinking at an Activity ..................................................................................................... 5 Disciplinary Action ..................................................................................................................... 5 Base Access ................................................................................................................................ 6 Activity Preparation .................................................................................................................... 7 Approval Queue in Commander’s Inbox .................................................................................... 8 Training Webinars ...................................................................................................................... 9 Cadet Administration ............................................................................................ 10 Proper Supervision .................................................................................................................... 10 Cadet Protection ........................................................................................................................ 10 Cadet Vehicles .......................................................................................................................... 10 Check In and Out ...................................................................................................................... 10 Tobacco, Alcohol or other Banned Substances ....................................................................... 11 Medications ............................................................................................................................... 11 First Aid .................................................................................................................................... 11 Insurance and Consent Forms (paperwork) .............................................................................. 12 Abuse and Hazing ..................................................................................................................... 12 Counseling ................................................................................................................................ 12 Graduation................................................................................................................................. 12 Recording Credit in Training Record ....................................................................................... 13 Guests ........................................................................................................................................ 14 II. SAFETY ............................................................................................................ 15 III. INFORMATION MANAGEMENT ............................................................... 18 Course Information ................................................................................................................... 18 Applications for Activities ........................................................................................................ 19 Building Your Leadership Team .............................................................................................. 19 Approval and Slotting ............................................................................................................... 20 Staff Completion ....................................................................................................................... 20 Information Continuity ............................................................................................................. 23 IV. MARKETING & PUBLICITY ....................................................................... 24 Social Media ............................................................................................................................. 24 Website/Activity Pages ............................................................................................................. 24 Photos and Videos..................................................................................................................... 25 V. FINANCIAL MANAGEMENT ...................................................................... 25 Tax Exemptions ........................................................................................................................ 26 Operating Revenue.................................................................................................................... 26 Program Revenue ...................................................................................................................... 26 NHQ Corporate Allocation ....................................................................................................... 27 Fundraising ............................................................................................................................... 27 USAF Appropriated Allocation ................................................................................................ 27 In Kind or Cash Donations ....................................................................................................... 27 Budgets ..................................................................................................................................... 28 Reserve Fund ............................................................................................................................ 28 Overruns .................................................................................................................................... 28 Surplus Funds............................................................................................................................ 29 Spending and Accounting Practices.......................................................................................... 29 Receipts ..................................................................................................................................... 29 Contracts ................................................................................................................................... 29 Large Expenditures ................................................................................................................... 29 Credit Card ................................................................................................................................ 29 Cash........................................................................................................................................... 30 Reimbursement ......................................................................................................................... 30 Refunds ..................................................................................................................................... 30 Local Purchasing Policy ........................................................................................................... 31 Local Taxes ............................................................................................................................... 31 Director and Staff Travel .......................................................................................................... 31 Reporting Requirements ........................................................................................................... 32 VI. SUPPLIES & PRINTING................................................................................ 33 Equipment ................................................................................................................................. 33 Printing .....................................................................................................................................