ATTACHMENT_B_-_Youth_Leadership_Forum_Handbook.pdf

Youth Leadership Forums

A Handbook for Army Child, Youth & School Services Staff

Youth Leadership Forum Handbook i

The Youth Leadership Forum Handbook supports the Army Child, Youth & School Services Youth Program. The material is based upon work supported by the 4-H/Army Youth Development Project, a partnership of the U.S. Army Child, Youth & School Services, National 4-H Headquarters, Cooperative State Research Education & Extension Services (CSREES), U.S. Department of Agriculture (USDA), and Kansas State University, under special project number 2007-48661-03868.

Copyright 2010 AMWRF. All rights reserved. Photocopying or reproduction strictly prohibited except within the Department of Defense and National 4-H.

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The Youth Leadership Forum Handbook is a resource for Youth Program professionals. It is an easy-to-read guide designed to assist planners in growing program quality through careful logistics planning, stronger involvement of youth in program development and evaluation, strategies for implementing the program in the most effective way possible, and evaluating strengths and future directions after the program has been delivered.

Many people contributed to the development of this unique handbook. First we would like to thank M.-A. Lucas, Director of Army Child, Youth & School CYS Services, who recognized the need for this type of documentation in strengthening the impact staff have on the lives of Military middle school and teen youth. This directly reflects the high quality of the tangible products and outcomes which have resulted from projects that utilized our Army youth as resources. We also recognize Sherri Wright, National Program Leader (retired), National 4-H Headquarters. Her strong support and leadership in the 4-H/Army Youth Development Project have created many opportunities for the 4-H vision of youth leadership to be realized. Finally, we would also like to recognize the Army and 4-H youth who have worked within the Teen’s Chain of Communication and other CYS Services programs. Their hard work and dedication to representing their peers are among the many valued contributions that have profoundly influenced this document.

Writing and Content:

Editorial Review:

Visual Layout & Design

This guide will assist adult professionals to expand their knowledge of youth program design, execution, and evaluation. It will help to build stronger mentoring skills and greater youth involvement in all aspects of their youth program. Finally, this guide will assist them in realizing the 4-H vision of youth as active and contributing members of their communities right now, and it is to these youth that this guide is dedicated.

ACKNOWLEDGEMENTS

Bradd L. Anderson, 4-H/Army Youth Development Project Youth Development Coordinator, University of Missouri Outreach and Extension

Nancy Campbell, Youth Education Support Services Program Manager, Child, Youth & School Services, Headquarters Department of the Army

Carole Agnello, Youth Development Specialist, Center of Expertise, Headquarters, Department of Army

Ruth Beaudry, Army Youth Programs in Your Neighborhood Program Manager, Child, Youth & School Services, Headquarters Department of Army

Susanna Flynt, Associate, Center of Expertise for Youth Programs, Headquarters Department of the Army.

Deb Marple, 4-H/Army Youth Development Project Army 4-H Coordinator, Iowa State University Extension

Donna McGrath, Youth Sports & Fitness Program Manager, Child, Youth & School Services, Headquarters Department of the Army

Ingrid Osewalt, Chief, Center of Expertise for Youth Programs, Headquarters Department of the Army

Mary Jo Williams, 4-H/Army Youth Development Project Character Education Specialist, University of Missouri Outreach and Extension

Cynthia Della-Rovere, Multi-Media Specialist, FMWRC-CYS Services iii

Welcome and Introduction vi

Youth Leadership Forums 1

Chapter 1: How to Involve Youth in Youth Program Development 1

Building Youth-Adult Partnerships 2

Adult Mentoring Basics 3

Teen’s Chain of Communication 4

Army Regulations and Youth-Adult Partnerships 5

Chapter 2: Logistics 7

Internal Logistics – Budgeting Issues 7

Basic Logistical Issues 8

Lodging Issues 10

Risk Management Issues 12

Chapter 3: Delivering the Program Successfully 17

Program Roles 17

Program Delivery 19

Chapter 4: Evaluating Our Efforts 23

Pre- and Post-Tests 23

Questionnaires 25

After Action Reports 25

Conclusion 26

References 27

CONTENTS

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APPENDIX CONTENTS

Appendices 29

A Garrison Youth Leadership Forum Eligibility and Responsibilities 29

B Region Youth Leadership Forum Eligibility and Responsibilities 33

C Youth Issues Template 37

D Region Youth Leadership Forum Action Plan 39

E Garrison Youth Leadership Forum After Action Report Format 41

F Region Youth Leadership Forum After Action Report Format 43

G Participation of Geographically Dispersed Youth in 45 Garrison YLF Notification Chart

H Participation of Geographically Dispersed Youth in 47 Region YLF Notification Chart v

Youth Leadership Forum Handbook: Introduction vi

WELCOME

Welcome to the Youth Leadership Forum Handbook. As Army Youth Program professionals, we want our programs to be outstanding. In Child, Youth & School CYS Services, doing the best job possible is an expectation that comes with the territory. There are critical pieces that must be in place to be considered successful by Army standards.

“Successful” programs meet or exceed the planners’ goals, involve youth as resources, showcase Army values and minimize risk. This Handbook outlines Army CYS Services standards and expectations, shows how to involve youth in the planning process, and identifies leadership expectations for CYS Services professionals conducting those programs.

A Youth Leadership Forum (YLF) may be something large such as a Region Youth Leadership Forum or it may be as small as a lock-in at the Garrison youth center. Your YLF may last a day, multiple days, or even a series of dates. Your YLF may be on or off the Garrison. From logistics planning to program evaluation, this handbook is designed to bring together the information needed to conduct Army strong youth development programming activities and Youth Leadership Forums with reduced risks and measurable outcomes. As a CYS Services professional you are encouraged to read it carefully and revisit it often so that you are prepared for contingencies large and small. You are also encouraged to execute its guidance with your program’s own “creative flavor,” and to meet its standards in your own unique and interesting ways.

Garrisons will conduct Youth Leadership Forums individually or in groups prior to their Region YLF and will usually be no longer than three days in duration. Issues raised and “lessons learned” during the Garrison YLF will be addressed during Region YLFs. Participation in Garrison YLFs will be open to all. Detailed information for Garrison YLFs including staff responsibilities, application process, computer release, issues template and After Action Report are posted on the CYS Professional Website, https://cysservices.army.mil.

Region Youth Leadership Forums will generally be conducted over five days and include:

l A theme/title/specific focus l A service learning project l An opportunity for you to share experiences and establish support systems related to deployment l Technology access and integration l Workforce preparation workshops l A process for identifying and prioritizing youth issues including those identified at the

Garrison level l Teen selected open recreation activities

Youth Leadership Forum Handbook: Introduction vii

During Region YLFs participants will develop a Region action plan for how they will contribute to their Garrisons in three areas; Service Learning, Technology and Character Education.

The Action Plan document will be submitted to FMWRC-CYS Services with the YLF AAR. A final report will be submitted to FMWRC-CYS Services six months after the YLF. Adult Advisors attending YLF will be charged with supporting youth to execute the Action Plan. Detailed information on Service Learning projects can be found in the Service Learning Manual at cysservices.com

Region Youth Leadership Forums will be coordinated by Region 4-H/Army Youth Development Specialists. Required forms described in this Handbook as well as other useful information for Garrison and Region YLFs are posted on the YLF website at >>www.armyylf.org<<

No handbook can apply to every situation all the time, and some of the following guidance will not apply to small or “daytime only” events. If you have questions about it’s appropriateness as you plan your YLF, you should contact your CYS Services Coordinator or other supervisor within your chain of command. For now, strap on your seatbelt and start the engines…it’s time to blast off into the exciting world of Youth Leadership Forum planning!

Weaving Character into Our Programs As you work with this handbook and as you move to everyday application keep in mind that character education should be woven throughout all that happens at CYS Services. There are a number of ways you can promote character development in youth:

l Model good character. One of the best ways to teach and encourage character is by example. Youth, like adults, learn from what they do and see. Listening with respect, planning programs with character in mind and modeling good character can be a great help as youth learn to make wise choices.

Be aware of your actions, words and even your thoughts throughout the day, at the Youth Center and at home.

Consider your choices in the context of good character.

l Speak the language of character. Youth cannot develop an understanding of positive character unless people around them use the clear language of right and wrong consistently.

l Make character visible. The Six Pillars of CharacterSM*.

should be posted everywhere in the Youth Center. Character Counts! posters and signs send a great message and can be attractive additions to the facility.

l Develop an ear and eye for what youth are absorbing since so much of what they take in daily involves making ethical decisions. Books, songs, the Internet and films are continually delivering messages – of good character and bad – to youth, so it is important to allow young people an opportunity to process conflicting information they hear from sources outside the Youth Center.

l Recognize teachable moments. Building good character requires patience and attention.

Look for instances where you may talk more with youth. Encourage them to talk about their day at school and conflicts they have with other youth, parents and teachers. Use these opportunities as teachable moments. Help young people define what the right thing to do is in a situation they are facing. Discuss times when you had to make a choice between right and wrong and the consequences of your decisions.

* CHARACTER COUNTS! and the Six Pillars of CharacterSM are service marks of the CHARACTER COUNTS! Coalition, a project of the Josephson Institute of Ethics, >>www.charactercounts.org<<.

Youth Leadership Forum Handbook: Chapter 1

YOUTH LEADERSHIP

FORUMS

A Handbook for Youth Program Professionals Youth Program professionals demonstrate a commitment to quality programming by:

l Involving youth in program development and evaluation, l Reducing risk to youth with thorough logistics planning, l Implementing the program in the most effective way possible, and l Evaluating what did and didn’t work, for continued improvement.

Involving Youth in Youth Programming Without proper youth involvement, your Youth Leadership Forum is put at a disadvantage before you’ve even begun. The biggest mistake most adults make when planning a YLF is how they involve youth. The adult planner’s ideas about youth and youth input can be the difference between success and failure in developing programs. A clear understanding of how the Army views youth can help adult planners avoid pitfalls and design their programs for success.

Setting Goals As you work with youth to make YLF plans, you must consider the questions, “Why are we doing this?” What are we hoping to accomplish? What are we trying to achieve? Without these answers you can expect to spend a great deal of time, create a lot of confusion, and accomplish very little. Some important questions to ask include:

l Why are we doing this?

l Why is this event needed?

l Who is the target audience?

l What do we hope they will get from this experience?

l Who will benefit from this program, and how?

l If all goes well, what will happen?

l What will make this program a worthwhile success?

Once you have these answers, it is time to identify your goals. Goals aren’t necessarily things you can measure. They are simply what you want to accomplish. Some examples of goals are:

l Youth will strengthen their leadership skills.

l Youth will learn new technology skills.

l Adult staff members will strengthen their skills in creating youth-adult partnerships.

It is not enough to know your YLF goals, or to have them in your head. You must write them down.

The goals you identify will be the bright beacons that the rest of your efforts will be directed towards.

Putting them in writing helps you stay consistent, communicate clearly with your youth, and keep everyone on the same page.

As you continue the planning process you will also need to know what your budget is, and which personnel will be needed to carry out the Youth Leadership Forum. For now, with your goals identified and written down, you have taken a solid first step. Now it’s time to set yourself up for success, with an approach that will help you reach those goals.

Involving Youth Some adults may plan a program with no youth involvement at all. They make decisions based on their knowledge of youth, youth culture, and youth issues. Of course there is a central question in the issue of whether that adult is as knowledgeable or current as they think they are: who decides? It is usually that very same adult! Some of the least successful YLFs are those that do not involve youth in the planning process. Ironically, the youth are often the ones who get blamed when a Forum isn’t very successful.

In one segment of a USDA study called “Volunteers for the Future,” surveys were taken of adult attitudes towards youth. The study specifically looked at how adults involved youth in organizing, planning and evaluating programs. Dr. William Lofquist identified the adult attitudes as falling into one of three categories: viewing youth as objects, recipients, or resources.

Youth as Objects: Adults with this view usually don’t involve youth in planning, operating and evaluating their programs in any real way. They believe they know what is best for youth, and carefully control how and when youth are involved, if ever. Youth may have a seat at the table but their thoughts are rarely asked for and are given little consideration. What most of these adults don’t realize is that when youth are being viewed and treated as objects, they usually know it.

Youth as Recipients: This view is a trap that many youth professionals fall into with the best of intentions. It occurs when the adult “gives” youth the opportunity to be involved in decision-making.

The adult still feels that youth have little to offer, but believes the involvement will be “good for them” in their growth and development. Though they are not taken very seriously, youth “get” to share their ideas anyway. The young people are supposed to gratefully receive the benefits that the adult gives to them.

Youth as Resources: The most effective professionals view youth as resources. Youth viewed as resources are involved and encouraged to participate in all aspects of program planning, implementation and evaluation. Expectations of the youth are high, and it is assumed that they have valuable ideas that will make the Youth Leadership Forum exciting, interesting and relevant to other youth. They are seen as having something meaningful to offer right now. These adults see youth involvement as a win-win situation: they understand that the youth will benefit from the experience and that the YLF will benefit from their involvement. High quality YLFs are usually the result.

Building Youth-Adult Partnerships Like any other professional work with young people, building youth-adult partnerships can be harder than it looks. Treating youth as resources often means letting go of old ideas about adult roles, youth abilities and what defines achievement. It requires listening skills and can also require adults to put their egos aside as they share both the responsibility and the credit for a successful Youth Leadership Forum. Youth-adult partnerships are built on a foundation of respect.

The first and most important condition of a youth-adult partnership is meaning.

Youth need to know that the Youth Leadership Forum they are being asked to help with is meaningful, and relates to the things in life they consider important. Just as important as a meaningful YLF is a meaningful role in that YLF. Youth must have real input into the planning of a YLF, as well as its execution and evaluation. The YLF must reflect their insights and interests, and this can only happen when their voices are being heard.

Often, adults who are new to a Youth Leadership Forum find that youth seem ambivalent. They hesitate to become involved with a new project the adult is trying to start, such as a Youth Council. It is common for youth to not believe they will be “allowed” to have meaningful input into the project, usually because of a past experience where they dared to hope and were then treated as objects (see previous section), or sometimes because they have never been given such an opportunity. By getting the youth together, focusing on an area that is meaningful to their lives and discussing it with them, interest can often overcome wariness and the adult can start building trust with the youth by involving them in real ways and viewing them as resources in every step of the process. This trust can build a bridge to greater participation and less ambivalence with future projects.

A second condition of a youth-adult partnership is an adult who is listening. For adult leaders, this can be the hardest part of partnership building! Adults are often trained to “take the ball and run with it” and told to “lead, follow or get out of the way!” But building a successful youth-adult partnership involves much more than this. Adults must guide the discussion, but they must also be able to “step back” so that youth can “step forward” and share and discuss ideas that they come up with. This requires the adult to listen carefully, so that they can ask the right questions to keep the discussion on course. It is surprising how often adults start out as good listeners, only to get excited about the quality of youth ideas and then start dominating the conversation themselves! Youth involvement is fueled by their interest in a project and the belief that their voices are being heard. If the adult is interjecting too many of their own thoughts and ideas, without listening to the youth, interest and participation will drop off quickly and the youth-adult partnership will die quietly…much to the confusion of the adult “leader.”

A third condition for strong youth-adult partnerships is action. As youth and adult ideas are transformed into plans, the adult must take the lead in ensuring those plans are implemented.

Sometimes this requires the adult to be an advocate for the teens to upper management, their peers, and to those on the “front line” who will later be expected to buy into the process. Action should be quick and decisive, avoiding long waits whenever possible. Even if the project has great youth interest and participation, youth support will fall away if results aren’t seen fairly quickly. The adult must advocate for the youth, open the necessary doors, and work hard to dismantle the roadblocks to success.

Adult Mentoring Basics Adult mentoring is critical to the success of a YLF. While many adults find it difficult to step back and allow some space for youth ideas and leadership to grow, there are also many who believe they should stay out of the process entirely. They hesitate to step in when they see the group going in the wrong direction. They don’t correct problems when they occur. They smile and tell youth their efforts are “great!” regardless of strength or quality. While “over involved” adults can stifle youth interest and participation, “under involved” adults provide insufficient direction and guidance. Youth quickly figure out that the adult is either not invested, not interested, or simply not up to the job. The result is reduced levels of youth-adult communication, respect and youth participation.

Adult mentoring involves strong character, active leadership, role modeling, and high expectations.

Strong mentors respect themselves, expecting to be taken seriously, and respect the potential of youth

How to build youth-adult partnerships.

leadership. Because of this respect, they place great value on the responsibility demanded of them and see it as an opportunity. They ensure that fairness and caring are always a part of the leadership process, and display the very trustworthiness that they demand from their youth. Finally they are models of citizenship, leading by example and working within the guidelines of strong ethics, Army regulations and CYS Services policy.

Strong adult mentors are active leaders, holding youth accountable to meet their responsibilities and providing the help they need to do so successfully. They step in and help youth make corrections when the process is going down the wrong path or not representing the Army appropriately. They assist youth in identifying problems and generating solutions. Strong adult mentors know when to step in and take charge, as well as when to step back so that the youth may make the necessary adjustments. As a result, youth gain confidence in their own ability to interact and relate to adults through their relationship with a strong, caring adult mentor.

Finally, high expectations are a critical part of strong adult mentoring. High expectations communicate the message that youth are competent, capable and have great potential. Youth are challenged to grow and stretch their limitations, discovering new abilities and higher definitions of themselves. When youth are inspired to meet these high expectations the results can be life-changing, but they only become possible when adults are themselves a model of character as outlined above. “Do as I say and not as I do” is not an inspiring approach but “Do as I do, and together we’ll make it better” is. Good adult mentoring empowers youth to assume meaningful leadership roles, and that experience develops life skills that lay the groundwork for success.

The Teen Chain of Communication When designing for success, making the best use of your resources is critical. The combination of youth-adult partnerships with strong adult mentoring creates a powerful team working to reach the program goals. Knowing about the Teen Chain of Communication (TCC) can help you strengthen this resource even further. The TCC is an Army-wide program intended to keep the Army’s top leaders informed on the issues teens are concerned about. There are three “links” in the Teen Chain of Communication:

1. Garrison Youth Council: Roles and Responsibilities. This group of teens is the Youth Council on your Garrison, and it is the most important link in the Teen Chain of Communication.

Membership on the Youth Council is open to all. The role of the Garrison Youth Council is to identify and provide leadership to issues affecting middle school and teen youth at their installation, issues they feel are important to their development and well being. The Youth Council’s purpose is to provide ongoing input to Youth Services programming, staff selection, the facility and other environmental issues. By coordinating with the Adult Advisor, you can assist the Council in fulfilling their roles as you seek out youth to assist with the development of the Garrison Youth Leadership Forum. Each Garrison will appoint two Representative from their Youth Council to the Region Teen Panel.

2. Region Teen Panel (RTP): Roles and Responsibilities. This group does much the same thing as the Garrison Youth Council, except at a Regional level. The role of the Region Teen Panel is to review and monitor teen issues identified by all the Garrisons in a Region. RTPs familiarize themselves with the issues affecting Teens and advocate for them by helping create an Army Youth Action Plan (AYAP). If an issue has Army-wide significance the Region Teen Panel representative reports that issue to the Army Teen Panel (ATP). Each Garrison Youth Council has two representatives that serve on the RTP, and these youth should be heavily involved in the planning and leadership of the Region YLF .Youth must complete the Garrison application process and be selected to serve on the RTP.

Being a strong adult mentor to

Army youth.

3. Army Teen Panel (ATP): The role of the ATP is to review and monitor the issues generated annually by Garrisons and Region YLFs. To do this the ATP relies on information provided by the RTP. Each year the ATP briefs the status of the Army issues to he highest level of Army Leadership.

The ATP is made up of two representatives from each Army Region, as well as youth representatives from the Army National Guard, Army Reserve and Accessions Command. Youth must complete an application and be selected to serve on the ATP for a two year term. Most Garrisons will not have their Region’s ATP Representative living at their location. In cases where they do, these youth are expected to be heavily involved with the rest of the team in the planning and leadership of the Garrison and Region Youth Leadership Forums.

There is also an educational component woven into the work with Youth Councils. Youth Councils not only help identify issues and shape programs but they are also hands-on learning laboratories for the democratic process. Councils give children/youth first hand experience with the system of government under which we live. They also gain exposure and understanding of group process and interpersonal relations through experiential learning.

Army Regulations and Youth-Adult Partnerships Because youth involvement is so important, Army CYS Services regulations require it when planning, implementing and evaluating youth programming. The following sample excerpts are from the Programming section of the Installation Youth Evaluation Tool (IYET) which provides standards and requirements for CYS Services Middle School & Teen Programs:

Y-304 Youth and staff together plan and implement a program offering a variety of age appropriate choices.(27 Points)

INTENT: To ensure that youth and staff work together to develop program options. To provide program activities that are appropriate for a wide range of youth ages, needs and interests. To consider scheduling and appropriate space needs for different programs. To ensure staff encourage youth to develop new skills.

Youth have decisive input in determining the scope and type of program choices to be offered. (2)

Youth and staff work together to determine frequency of choices (daily, weekly, monthly, etc.)

unless already designated. (2)

1) Youth Councils / Keystone Club / Torch Club l Provides opportunities for youth to actively participate in planning and conducting youth programs.

l Encourages youth to be a “voice” for youth/teen issues on the installation.

l Staff advise and support youth in assuming leadership positions.

l Regular meetings are held and written standard operating procedures are developed by youth.

l Designated staff support the Council and ensure youth involvement in planning, implementation and evaluation.

l Youth Council members are actively involved in youth program design, operation and evaluation.

Youth Leadership Forum Handbook: Chapter 2

There are many logistical issues to consider when designing a large youth program event such as an Army Youth Leadership Forum. Knowing what they are, how to handle them, and where to find the right information is the major key to your success. Logistics is an area that is often overlooked by program planners until it is too late. Some planners assume that “everything will come together” and that any problems will be solved by “winging it.” Below are some actual examples of issues that arose from mistakes or oversights in logistics planning:

l 60 youth lined up at the front desk at Lodging waiting for room keys & assignments at 11 p.m.

At 1:30 a.m. everyone finally had their assigned rooms and keys.

l Frustrated youth and adults gave a program low ratings because they felt rushed from session to session and were always late.

l Appropriate food was not available to youth with certain medical and religious dietary needs.

l High numbers of youth “sneaking out” at night, engaging in high risk activity.

l No medical staff on hand to treat injured youth.

Adults did not know how to reach the hospital.

Good logistics planning allows your YLF to have a strong impact. It eliminates dangers and distractions, preventing problems before they occur. In order to meet Army standards for a CYS Services youth program, logistics planning must be done with excellence.

“Internal Logistics” – Budgeting Issues Before you start, there are several important things to know about the rules for dealing with the financial aspects of program planning. These guidelines will affect the procedures you follow in planning the youth program. For example, as locations are selected and contractors are hired, the Contracting Office requires that a “sole source justification” be completed when only one site or service provider is being considered for your program. This sole source justification describes the process that was undertaken to make the selection and explains why it was a better value than other available alternatives. A sole source justification must also be completed for contractors that are hired and any other large purchases. For information on correct procedures in a specific situation, contact your Region’s NAF Contract Specialist or other appropriate professional.

CYS Services funds are provided through the Uniform Funding Management (UFM) system. These funds are converted to Non-appropriated (NAF) funds before reaching CYS Services. Therefore, CYS Services program activities must take place within the parameters and guidelines of the Army regulations governing NAF funds. To review the Army’s guidance on NAF funding, refer to Chapter 4 of AR 215-1. For information specific to NAF funding of program activities, refer to AR 215-1 Chapter 4, Section III. For guidance on hiring contractors, refer to AR 215-4.

LOGISTICS

Protocol

In making arrangements for travel, guest facilitators, VIP’s, etc., the CYS Services Coordinator and Youth Program Director should be kept informed at all times.

They will determine the extent of their involvement, and must pre-approve all expenses and commitments made. It is particularly important to consult with the CYS Services Coordinator before issuing invitations or communicating any information about your program up the Chain of Command.

Contracting

If you are contracting with outside agencies to lease facilities, rent equipment, or provide a service at your YLF, Army Regulation 215-4 outlines the requirements and procedures to follow. If these are not followed, the contractor could conceivably not be paid and staff involved may face disciplinary action. Regions/ Garrisons need to work with their contracting office to ensure contractual requirements are met.

Meals

Meals and snacks should meet USDA guidelines and include alternatives for those with special dietary needs due to medical, religious or other reasons. They should taste good and quantities should be sufficient for everyone in attendance.

Your youth advisory team should be involved in the menu selection. Mealtimes should be regular and consistent. Snacks are acceptable providing they include healthy choices, a requirement that many youth will insist on. Typically snacks are served mid-morning, mid-afternoon and evening in all day programs. Water should be available throughout the day.

Required Content

Certain content should be woven throughout your YLF as a conscious part of the program’s design. This includes the integration of technology, service learning and Character Counts! For suggestions on how to accomplish this, contact your Region’s 4-H/Army Youth Development Specialist or your Youth Program Director.

Finally, CYS Services programs must be funded by the resources of CYS Services, partnership organizations (such as 4-H and Boys & Girls Clubs of America), commercial sponsorship or private organization donations. According to Army CYS Services policy, “youth are not allowed to hold fundraisers to support CYS Services programming.” However, they can participate in fundraisers being held by local 4-H clubs or Boys & Girls Club programs that they are involved with off-post. They may also participate in fundraising activities if the group of youth is sponsored by a private organization eligible to conduct fundraisers and who are registered with Financial Management Division (FMD).

These partners can also share resources such as programming space, facilitators, supplies, equipment and other key assets to assist in an off-site program. Garrisons need to consult with their local FMD to ensure they comply with local policies.

Basic Logistical Issues Planning your YLF well is the best means to prevent problems before they occur. It is much easier to build the program around your logistics needs from the start than to move everything around later when you realize you’ve forgotten something critical. Below are some things to consider as you put together an itinerary for your YLF. Many of the topics are supported by the forms that make up the Registration Packet that can be found on the web at >>www.armyylf.org<<.

Breaks

Many Adult facilitators do poorly in this area, particularly if their group is well-mannered and attentive. It is very easy to mistake the good manners of your group for rapt fascination! Regardless of how utterly fascinating facilitators may believe themselves to be, no class or session should last longer than 90 minutes without a short break. Breaks provide opportunities to stretch, compare notes, discuss ideas and allow mental “downtime” the brain needs to process everything that is being learned. With appropriate breaks youth will learn more, have better attitudes and find the learning experience more enjoyable.

Balance

Too much time in a classroom type setting is not productive. Without a chance to unwind and have fun, youth can “burn out” and lose interest in the very things they came to learn. Similarly, if your event is little more than a large party, it is unlikely that youth will gain any of the important life skills that you created the program for (using Army funds!). As you design your YLF, focus on learning, but don’t forget to make time to have fun.

Media Release

It is important to get photos of your youth programs and tell the CYS Services story. Be sure to photograph your YLF and publish stories about youth involvement at every opportunity. To facilitate this, the registration materials include a media release form allowing CYS Services to use the youth photos in print or electronic media. Youth whose parents do not allow this must be identified and made known to adult chaperones so that their photographs are not taken.

Marketing

With approval from the CYS Services Coordinator, working with the Morale, Welfare and Recreation (MWR) Marketing Department and Public Affairs Office (PAO) can be extremely valuable, as you seek to publicize your program.

When marketing the program, be aware of copyrights, credit language, and rules involving the logos of MWR, CYS Services and partnership organizations. A complete set of rules and guidelines are located at the following online locations:

4-H Clover http://www.national4-hheadquarters.gov/library/4-Hguidelines-v4-26-04.pdf.

Boys & Girls Clubs of America Logo http://marketing.bgca.org

CYS Services Logo http://www.army.mil/-images/2008/09/15/22221/

MWR Logo http://brand.armymwr.org/

Lodging Issues Having a safe, comfortable place to sleep at night has a tremendous effect on how youth and adults feel about being a part of your YLF. Lodging is a very important part of logistics planning, and the program benefits in many ways when it is handled correctly. The following are key issues to consider when making lodging arrangements:

Coordination

The adult in charge of the program should be onsite before other attendees arrive, and in most cases should conduct a site visit well in advance of the event.

This person will serve as the liaison to the lodging management staff, acting as their POC in cases where problems arise.

For security reasons, when making reservations, do not identify the name of the group as an Army youth group. Similarly, signs and other visual cues should not identify your group as Army youth.

Oversight

Adult/chaperone rooms need to be located near youth rooms, in order to monitor activity, keep noise to reasonable levels, and enforce curfews. As the adult, you are responsible for the behavior of your youth participants, and must be in a position to monitor their behavior.

Room Assignments

Adults and Youth staff should never be housed in the same room as youth participants. Youth who room together should be the same gender, at approximately the same age and level of development and be assigned separate beds.

During YLF, Junior Advisors are considered “junior staff”. They may room together but not with other youth attendees.

Whether adults room together or have separate rooms depends on your budget, staff, room availability and program needs. Some adults function better if they have time and space to themselves at night, while others are more likely to stay on task as chaperones if they have another adult with them. Whatever the arrangements, staff lodging should be equitable and fair. If some have their own rooms while other staff are housed with three roommates, problems can result that affect morale, cooperation and teamwork. As people of character, staff at higher levels of command should lead by example in their room arrangements.

Location

If you are in a shared facility, such as a hotel, youth rooms should be located away from other guests. Many adults are intimidated by unfamiliar teens, which can lead to increased likelihood of calls and complaints to the front desk for very minor disturbances. The presence of strangers also creates unnecessary risks for the youth. The lodging area for participants in your YLF should be segregated from other guests of the facility as much as possible. Having entire wings or a floor set aside for your event can be an ideal situation, depending on the facility and the size of your group. As per Army anti-terrorism training guidelines, hotel rooms should be located on lower floors, with doors facing the interior of the facility.

Check In

If the program is being held in an off-site lodging facility and if youth and chaperones are arriving separately, the adult in charge of the YLF should designate someone to pick up room keys for the group and distribute them accordingly if the lodging will allow this. Otherwise, participants should be encouraged to check in when they arrive, not all at once at a later time. This creates opportunities to identify any problems with room keys, computer glitches, etc. as they arise, and at a leisurely pace. It also allows the front desk personnel to do their jobs at a reasonable rate and keeps the impact on other customers to a minimum. After all, no lodging guest enjoys waiting in line behind a large group for their turn to check in!

Assigned Rooms

Adult chaperones should have a list of participants, the rooms they are assigned to, and the telephone number in each room (if any). The person in charge should work with the lodging in advance to ensure mini bars are emptied or kept locked, chargeable items (baskets of candy, bottled water, etc.) are removed, balconies are locked. Phones and pay per view movies should also be blocked in youth rooms if necessary. Youth should not be allowed to change rooms at will. Room changes will be discussed and decided by the adult in charge. All chaperones should be notified of any room changes as soon as possible.

Ettiquette

Expectations for youth behavior should be addressed at the start of the program, outlined verbally and in writing. If youth are being lodged in a shared facility, issues such as noise levels, door slamming, voice levels, music volume and roughhousing should be addressed clearly. If the group is being lodged in a large room, such as a gym at a lock-in, expectations may be quite different.

Code of Conduct

Youth and adults need to clearly understand what is expected of them and that they are being held accountable for their behavior and actions. They should be informed verbally and in writing, before the event. Some planners require a mandatory parent meeting prior to the event before a youth can be eligible to participate. Separate Youth and Adult Codes of Conduct outline what is required to be successful in your program and require a signature indicating they understand and agree to meet these expectations. Among other things, this avoids the “I didn’t know” defense and puts everyone on the same page from the start.

Remember that adults participating in your program may have a different professional background than a CYS Services staff person. They may be volunteers or come from a partner agency or branch of the Service other than Army. If they are CYS Services Program Assistants, they may also be close in age to the participating youth. Therefore, an Adult Code of Conduct should include the following:

l Acknowledgement that they are role models.

l Appropriate boundaries between adults and youth.

l Commitment to knowing and upholding program rules.

l Understanding of touch, discipline and guidance policies.

l Understanding of ratio requirements.

l Understanding that all adults working with youth who do not have a background check must be within line of site supervision (LOSS) of a cleared CYS Services staff person when working with or around youth.

l Information on all other Army CYS Services requirements that relate to their role in your program.

l Commitment to uphold Army CYS Services standards and guidelines for adult chaperones.

Topics a Youth Code of Conduct should cover include the following “non-negotiable” rules:

l All non-prescription drugs (including alcohol & cigarettes) are always forbidden at all times.

l Respectful language and behavior.

l Room policy – Males and females are encouraged to interact, but never in each others rooms. Males and females are not to enter each others rooms unless directed by an adult for a specific purpose.

(Code of Conduct continued on the following page)

Risk Management Issues The best way to avoid tragedy is to avoid situations that leave your youth open to danger. Risk Management is the process of anticipating possible problems and then minimizing your program’s exposure to them. Below are a few of the basic practices your YLF should follow to avoid unnecessary problems, dangers and complications. Youth and Adult Codes of Conduct are in the Registration Packet which can be found at >>www.armyylf.org<<.

Code of Conduct

(Code of Conduct continued from the previous page) l Clothing should be appropriate to the environment the group will be working in, adhere to the dress code of your Garrison, and not disrespect Army values. When traveling (particularly OCONUS), clothing, jewelry, luggage, etc. should not identify youth (or adults) as Military or DOD dependents.

l Weapons are not permitted to be brought to your event unless specifically directed otherwise (i.e., a 4-H Shooting Sports event) by the event organizer.

l Sexual harassment of any type will not be tolerated.

In addition, certain “negotiable rules” should be addressed with the group as a whole. Youth should play an active role in outlining the guidelines the group will follow in order to be successful, such as:

l Punctuality – Early is on time, on time is late, and late is unacceptable (Army Teen Panel policy).

l Noise levels (voice, music, etc.) -- should be low by teen standards, as this is usually still high by adult standards.

l Character Counts! Pillars should be considered the guidelines for behavior and decision-making -- Respect, Responsibility, Fairness, Carling, Citizenship and Trustworthiness.

l Guidelines for handling conflict and informing adults.

In both negotiable and non-negotiable rules, consequences should be clearly stated (including immediate parent pickup) and parents should be required to sign off on them before their youth is accepted to attend.

Health Issues

At the Garrison level, all Army CYS Services staff fill out health forms as part of their in processing and have annual health assessments. All parents fill out health assessment forms on their children when they enroll them in CYS Services.

Some programs prefer to have parents fill out a health form that is geared specifically to their event, as it can be tailored to include specific areas and will contain the most current information on the youth. The on site adult in charge of the YLF should check with all hospitals in the area surrounding the event location to determine whether health forms need to be notarized.

For your program, signed health forms should be on hand for all participants and kept in a central location that can be reached quickly and easily in an emergency.

They should grant medical power of attorney, be signed by the parent or guardian, and be notarized if necessary. One adult POC should be responsible for collecting, organizing and managing the health forms, and that person should be reachable at all times. The Garrison and Region YLF health forms for youth and adults are available online at>>www.armyylf.org<<.

The adult in charge should know the names, contact numbers and locations of the nearest hospitals. They should have printed directions to those facilities, which are kept with the health forms. An emergency plan of action should be in place. During multi-day youth events held away from the Garrison, it is advisable to include a qualified medic or nurse on staff to manage health forms and attend to medical issues.

Room Checks

Nightly room checks allow adult chaperones to know where their youth are located in case of an emergency or other issue. This is a basic responsibility of an adult chaperone, and should not be taken lightly. The task should not be handed off to a nighttime security person, unless they are familiar enough with the youth to match faces to names. Checking rooms before a designated “lights out” time allows the chaperone to confirm that youth are where they are supposed to be.

Participant Information

Along with health forms, there should be a master list of all youth and adult participants. This list should include full names, ages, parent or guardian names, emergency contact numbers, any dietary restrictions, the room they are assigned to, their roommate’s name, instructions for pickup by non-custodial parents, and their flight or travel information. Since adult leaders should be able to reference this information quickly and easily, keeping the master list with the health forms is a smart idea. This information should not be accessible to anyone beyond the management team. When YLFs are held off-post a copy of this information should be left behind with the CYS Services Coordinator, along with destination, departure time, route and time of return. For a complete list of off-site safety procedures, please see the Safe Field Trip Checklist in the Military Youth Staff Training Program, Module I Safe Content Guide.

Nighttime Security

Though we expect the most out of our YLF participants, it is still necessary to have nighttime security persons on-hand that are not part of the daytime program staff. Their role is to guard against intruders, return wandering youth to their rooms, monitor for excessive noise or other problems, and handle minor nighttime emergencies. These security persons should have undergone background checks. They may be CYS Services staff, Military Police, or even college campus security guards. It is not advisable to use adult chaperones for nighttime security, as they need rest to be effective in their job of participating in the program while keeping the youth safe and on track during the day.

Language

YLFs that are conducted off-post must include at least one adult on the planning team and attending the event who speaks the local language fluently. They should be involved in all communication with outside agencies and partners that are not fluent in English.

Supervision

Having the right number of responsible observers present at all times is critical.

They may include lifeguards, adult chaperones, spotters or qualified individuals in other roles depending on the program situation. Be familiar with guidelines for MWR, CYS Services, the Red Cross and other program-appropriate bodies.

There may be steps necessary to determine the appropriate level of supervision.

For example, if swimming is involved a swimming assessment should be conducted, or a swimming ability form signed by the parent should be collected prior to the event.

Internet

If youth are to have Internet access as part of the program, signed CYS Services Internet permission slips should be on file for each youth. Rules and guidelines should reflect those from the Region’s CYS Services programs and adhere to Army requirements.

Transportation

Adults may not transport youth in privately owned vehicles (POV’s) or 15 passenger vans. Busses, cars or minivans must be provided by CYS or the post Motor Pool or rented.