ATTACHMENT_D-_ARNG_CYSS_SOP_-_04.28.17.pdf

Standard Operating Procedure (SOP)

Army National Guard

Child, Youth & School Services (CYSS)

28 April 2017

CYSS SOP

Table of Contents

Chapter 1- Introduction

1-1 Mission & Purpose Statement

1-2 Army National Guard Child, Youth and School Services (CYSS)

1-3 References

1-4 Explanation of Terms

Chapter 2- Responsibilities

2-1 Lead Child & Youth Program Coordinator (LCYPC)

2-2 Child and Youth Program Coordinator (CYPC)

2-3 Specified CYSS Volunteers

2-4 Non-Specified Volunteers

Chapter 3- Key Players

3-1 The Adjutant General (TAG)

3-2 State Family Program Director (SFPD)

3-3 Commanders

3-4 Military Leadership

3-5 Family Readiness Groups (FRGs)

3-6 FRG Leader

3-7 Joint Forces Headquarters Family Readiness Support Assistant (JFHQ FRSA)

3-8 Family Readiness Support Assistant (FRSA)

3-9 Yellow Ribbon Support Specialists

3-10 Military OneSource Consultant (MOSC)

3-11 Military Family Life Consultant (MFLC)

3-12 Director of Psychological Health (DPH)

3-13 Family Assistance Centers (FACs)

3-14 Deployment Cycle Support (DCS)

Chapter 4- CYSS Essential Tasks

4-1 Core Program Elements

4-2 State/Territory Teen Panel (STP)

4-3 Regional and State/Territory Youth Symposiums

4-4 Youth Leadership Forums (YLFs)

4-5 NG Youth Development Residential/Day Camp Programs

4-6 Yellow Ribbon Reintegration Program

4-7 National Level Elements

4-8 Child Care

4-9 Child Abuse Prevention

4-10 Touch Policy

4-11 Discipline Policy

4-12 Administering Medication

4-13 Staff Ratios

4-14 Transportation

4-15 Government Vehicles

4-16 Funding

4-17 Appropriated Funds

4-18 Air Guard Funds

4-19 Awards

4-20 Gifts and Donations

4-21 Invitational Travel Orders (ITOs)

4-22 Travel Procedures

4-23 Resources

Chapter 5- CYSS Operations

5-1 Staffing Requirements

5-2 Staff and Volunteer Requirements

5-3 Volunteer Recruitment

5-4 Organizing your Work Space

5-5 Personnel Policy

5-6 Personnel Conflict

Chapter 6- Quality Control

6-1 Reporting

6-2 Self-Assessment Tool

6-3 Awareness

6-4 Process Improvement

Chapter 7- Community Outreach/Partnerships

7-1 Outreach/Partnerships

7-2 Community Outreach

7-3 Community Outreach Team

7-4 School Outreach

Chapter 8- Events/Briefings

8-1 Briefings/Trainings

8-2 Risk Management

8-3 Event Planning

Chapter 9- Marketing and Social Media

9-1 Marketing

9-2 Social Media

Appendix A - References

Appendix B - Glossary

Appendix C - DD Form 2793 Volunteer Agreement

Appendix D – Military Rank Chart

Appendix E - Sample Application Packet

Appendix F - State Teen Panel Sample Position Overview/Descriptions

Appendix G - Guidance & Discipline, Touch and Accountability Form

Appendix H - DA Form 5225–R

Appendix I - DA Form 5671 Parental Consent for Minor

Appendix J - Volunteer Application

Appendix K – Sample AAR

Appendix L – Sample Incident Report

Appendix M – Sample Budget Worksheet

Appendix N – Confidentiality Statement/ Volunteer Code of Ethics

Appendix O – CYSS Background Check Requirements and Procedures

Chapter 1- Introduction

1-1 Mission & Purpose Statement

a. The mission of the Army National Guard (ARNG) CYSS Program is to promote and sustain the quality of life and resilience of ARNG dependent children and youth by providing secure, timely, flexible, high-quality support services and enrichment programs.

b. The purpose of the ARNG CYSS is to support the readiness and resilience of geographically dispersed Army Soldiers and their Families through age-appropriate youth programming within the program core elements by reducing the conflict between parental responsibilities and mission requirements.

1-2 Army National Guard Child, Youth and School Services (CYSS)

a. The ARNG CYSS is available for school-aged eligible dependents of ARNG Service Members and offers a range of positive activities designed to promote resilience, healthy development, and ease transition into adulthood. CYSS supports prevention initiatives that mitigate at-risk behaviors.

b. The goals of the CYSS are:

(1) Education: Provide developmentally-appropriate life skills education to NG youth.

(2) Access: Provide information on access to Federal and State/Territory benefits that support NG children and Families, including: counseling, education, child care and other resources needed to foster a healthy, stable and secure family environment.

(3) Opportunity: Create partnerships for opportunities to participate in programs, events, and activities geared toward the behavioral and physical health and welfare of children and youth that are available across the spectrum of Government, community, and private sector.

(4) Communication: Build a sense of belonging to the ARNG community by creating secure opportunities to network with other youth, parents/legal guardians, and youth program facilitators in one’s community, state/territory, and across the nation.

(5) Resilience: Infuse resiliency and leadership skills and techniques into all ARNG children and youth programs.

(6) Outreach: Build and sustain contact with parents/legal guardians, and children of the NG in order to create awareness of available support services and programs.

1-3 References

The CYSS program operates in accordance with (IAW) AR 608-10 and AR 608-1. Other regulations and resources are listed at Appendix A.

1-4 Explanation of Terms

Abbreviations and special terms used in this handbook are explained in the glossary Appendix B.

Chapter 2- Responsibilities

2-1 Lead Child & Youth Program Coordinator (LCYPC)

a. The Lead Child & Youth Program Coordinator (LCYPC) serves as the primary point of contact and subject matter expert within the State Family Program Office for the CYSS. Under the oversight of the State Family Program Director (SFPD), the LCYPC assists with management and administration of all CYSS operations and provides guidance and assistance to the Child and Youth

Program Coordinator (CYPC). Additionally, they function as the liaison to the contract Regional

Assistant Program Manager.

b. The LCYPC performs the same tasks as the CYPC with additional duties listed below:

(1) Plan, direct, coordinate, manage, review, and evaluate all actions concerning CYSS within

State/Guard/Army/DoD regulatory requirements.

(2) Develop an annual CYSS budget and Yearly Training Plan for review and approval by the

SFPD.

(3) Serve as the primary ARNG point of contact for and representative to state/territory and community councils/teams discussing military youth issues and support Market National Guard, Army and Air national-level youth development opportunities and, with approval of the SFPD, submit national panel and state/territory delegate nominations to Army National Guard Family

Program Office.

(4) Develop long and short term plans for CYSS.

(5) Collect reports from other CYPCs in the state/territory and submit all monthly reports to their

SFPD and the Regional Program Manager.

(6) Develop and submit an annual CYSS report highlighting key program events and accomplishments to NGB 45 days after the end of the Fiscal Year (FY).

2-2 Child and Youth Program Coordinator (CYPC)

While listed under the Child and Youth Program Coordinator (CYPC)’s responsibilities, the following tasks and duties apply to both the LCYPC and the CYPC.

a. The CYPC provides evidence-based, age-appropriate youth development opportunities to build resiliency, as well as physical, behavioral, social, and emotional life skills for dependents of the

ARNG. The CYPC duties are listed below:

(1) Coordinate with the Yellow Ribbon Reintegration Program point of contact for support of child and youth training, and support for school-age attendees at pre-deployment, during deployment and post-deployment events.

(2) Provide information, assistance, referral, and follow-up services regarding available child and youth resources for school-age NG youth.

(3) Market available Department of Defense (DoD) child care fee assistance resources.

(4) Establish a plan to market CYSS opportunities and resources to Families and youth through all media channels in accordance with NG and state/territory policies.

(5) Coordinate and provide briefings on the State/territory CYSS, benefits and resources for

Service

Members, Family members and youth as requested by the SFPD.

(6) Conduct and coordinate briefings per the SFPD to the state/territory military leadership and relevant community partners on issues facing military children and youth.

(7) Assist in planning, liaising, developing and delivering services available both within the DoD structure and in partnership with external civilian organizations.

(8) Develop and expand communication availability to the youth of deployed members.

(9) Develop and maintain a directory of resources, agencies and organizations that are available to assist Military children and youth and a library of curriculum resources that support CYSS requirements.

(10) Access and analyze data from surveys and informal interaction to identify CYSS needs as well as develop and coordinate programs to meet the identified needs.

(11) Provide CYSS advice, guidance and program support to Family Readiness Groups

(FRGs) and unit leaders.

b. LCYPC and CYPC will be familiar with all DoD/Army/NGB/ARNG regulations guidance that are applicable to the execution of CYSS.

c. LCYPC and CYPC shall attend state/territory-specific Family Program training as required by the SFPD.

d. LCYPC and CYPC will attend the J1 Professional Development Workshop and one CYPC will attend the National Guard Youth Symposium, per contract requirement.

e. LCYPC and CYPC will attend at least one national-level professional development conference hosted by a recognized Youth Development/Education organization (i.e. 4-H, Boys & Girls Clubs of America, etc.), per contract requirement.

f. LCYPC and CYPC will become a certified Master Resilience Trainer (MRT) as a part of the

Comprehensive Soldier and Family Fitness (CSF2) curriculum, and will facilitate resilience training for military youth ages 11-18 in their respective states/territories.

g. LCYPC and CYPC may serve as an adult advisor to the Guard Teen Panel.

h. LCYPC and CYPC will develop and advise the Teen Panel (STP).

i. LCYPC and CYPC may provide training support to national-level National Guard Child and

Youth Program workshop and symposia as requested and with SFPD approval.

2-3 Specified CYSS Volunteers

a. CYSS volunteers are Family Programs (FP) volunteers IAW AR 608-1. CYSS volunteers are classified as either specified (statutory) or non-specified (gratuitous).

b. Specified volunteers are those volunteers who serve in an official capacity and seek credit for their volunteer hours. A clear description of the duties and scope of responsibility of each volunteer position must be provided. Typically, these volunteers are in a lead or supervisory position.

(1) Specified volunteers must sign a DD Form 2793 (See Appendix C).

(2) Specified volunteers may be reimbursed for incidental expenses as described in the Joint

Federal Travel Regulation (JFTR).

(3) Specified volunteers may be placed on an Invitational Travel Authorization (ITA)/Invitational

Travel Order (ITO) when acting in an official capacity directly related to their job description.

(4) Specified volunteers must track volunteer hours on the Joint Services Support (JSS) website.

c. Specified CYSS volunteers are those who have regular or recurring contact with children under

18 years of age within Army-sponsored or Army sanctioned programs. Specified volunteers must complete required screening and background checks prior to providing services outside of line of sight supervision. Non-specified volunteers are those individuals who provide services that are shorter in duration than is required to perform a background check (e.g., one-time program support).

(1) Specified volunteers are subject to screening and background check requirements as outlined in

DoDI 1402.5 and Army Directive 2014-23.

2-4 Non-Specified Volunteers

Non-specified volunteers are those who offer to help support meetings, events, and activities without the expectation of compensation and who do not wish to serve in an official capacity.

These volunteers must work in a Line of Sight Supervision (LOSS) with staff and specified volunteers who have completed the required background checks.

a. Non-specified volunteers do not require a formal job description.

b. Non-specified volunteers are not authorized reimbursement for incidental expenses or to be placed on an ITA/ITO.

c. Non-specified volunteers will be screened, but are not subject to background check requirements.

d. Youth volunteers under 18 years of age (including State/Territory Teen Panel members) are considered non-specified volunteers.

Chapter 3- Key Players

3-1 The Adjutant General (TAG)

The Adjutant General is responsible for all operations of the State/Territory’s National Guard to include

Family Program activities. His/her support is necessary to operate a successful program.

3-2 State Family Program Director (SFPD)

a. The SFPD is the Government POC within the state/territory for the Child, Youth and School

Services Program, and for the CYPCs.

b. The SFPD is TAG’s representative and subject matter expert on Family Readiness in the

State/Territory. The SFPD is authorized to oversee and/or execute all Family Readiness activities, including the CYSS Program.

c. The SFPD provides guidance on expectations, operations, and support of all CYSS activities.

3-3 Commanders

The Commander has overall responsibility for his/her unit and Family readiness. Family readiness is executed with the guidance and assistance of the Family Program Office. Commanders will coordinate with the State Family Program Office to address CYSS Program needs/concerns.

3-4 Military Leadership

a. Family Programs is an entity of the military, therefore it may be necessary to use both military leadership and contract company (if applicable) guidance as it relates to how a contractor is managed; this includes communication to both military leadership and the contract company with respect to leave time, change of duty, hours of operation, and changes to assigned tasks and workload. Refer to your state/territory specific Family Program Organization chart for direction.

The SFPD will provide program expectations per the contract requirements and Statement of Work

(SOW) provided by the contract company. Questions, concerns or clarification about the job requirements may be directed to the contract company.

b. The Military rank system can be difficult to understand. A military rank chart is provided in

Appendix D. Learn and be familiar with the military ranks, especially the Army and Air ranks as provided in the appendix.

c. Contract Company: Contractors work directly for a contract company; therefore, it is the responsibility of the contractor to contact the contract company on any administrative issues, to include questions about the statement of work. Contractors are not an employee of the

Government. Contractors are an employee of the company providing a service to the Government and must never represent themselves as a Government employee. Contracted CYPCs cannot obligate Government funds and cannot authorize on behalf of the Government. Contractor job duties are identified in the Performance Work Statement (PWS). If questions arise about work tasks that a contractor feels is outside his/her work statement, the contractor should contact the contract company. Family Programs contractors may not have the same contract company so it’s important to verify contact information with the specific company that governs each contract. As a contractor, it is important to understand and apply the company chain of command as needed to address personnel issues/ employment questions. Contractors may seek technical direction or guidance from Government employees. Contractors are not entitled to the same benefits that Government employees receive. The most frequently asked questions are related to pay and leave. Contractors do not receive the same benefits and leave that Government employees receive; even those doing the same job. Contractors receive benefits through the contract company and a Government counterpart receives benefits through the Government. At times, Government employees receive additional time off (early release, a day off before or after a holiday, a day off due to inclement weather, a presidentially declared holiday, etc.); these administrative leave situations do not apply to the contract employee. In situations like these, the contractor must conform to the policy of the contract company (work, take leave, use flex time or take unpaid time off).

3-5 Family Readiness Groups (FRGs)

a. The FRG is an official Army organization sponsored by the command. FRG membership is comprised of Soldiers assigned to the unit, civilian employees, Family members (immediate and extended) and volunteers. Its purpose is to provide functional, social, and emotional support. In addition, the FRG helps keep Families informed via a structured communication network between the command and Family members. This support is designed to sustain Families and ease the stress associated with Family separations and deployments.

b. Typically, a FRG is established at the company level with guidance and support from the battalion. (For guidance on FRG operations for Commanders, consult AR 608-1, which is provided in the Operation READY Smart Book. For information on implementation of FRG activities at the company level, consult the Operation READY Family Readiness Group Leader’s Handbook.)

c. The FRG serves as a conduit for information, mutual support, and concern. The type and scope of activities conducted by an FRG depends on the following factors:

(1) Commander’s budget for FRG activities.

(2) Identified needs.

(3) Command interest and emphasis.

(4) Number of FRG members.

(5) The time available for planning and execution.

(6) The creativity of FRG membership.

(7) The makeup of the FRG (i.e., Service Member and Family demographics and geo-dispersion).

(8) The unit’s training and deployment schedule.

3-6 FRG Leader

The FRG Leader’s role is held by a Family member appointed by the unit Commander. The FRG leader is responsible for the following:

a. Support Commander‘s Family readiness goals.

b. Provide overall leadership of the FRG, which includes planning, facilitating, and supervising

FRG activities.

c. Ensure the FRG’s communication systems effectively keep Families informed.

d. Provide timely, accurate information from the command to Families.

e. Recruit the volunteers needed to conduct required FRG activities, including activities requested by command.

f. Ensure Families are referred to the CYPC for CYSS assistance.

g. Identify important FRG issues and inform the command.

h. Attend training provided by the State Family Program Office to ensure volunteer regulations are followed.

3-7 Joint Forces Headquarters Family Readiness Support Assistant (JFHQ FRSA) Joint Forces Headquarters Family Readiness Support Assistants (JFHQ FRSA) provide a full range of Family Readiness Programs to Service Members and Families. JFHQ FRSAs provide Family

Readiness Support to TAG and HQ Staff while Unit Level FRSAs provide Family Readiness

Support to the Unit Commanders. The JFHQ FRSA reports to the SFPD and is the principal trainer for FRG leaders, Commanders, and Military Liaisons. JFHQ SFRSAs execute the following tasks:

a. Facilitate training for Rear Detachment Commanders (RDCs) and FRG leaders.

b. Ensure the responsiveness of established community resources.

c. Establish and maintain a database of FRG volunteers at the state level and maintain the FRG

Leader roster on the NGB Family Program website.

d. Coordinate, through local resources, to train Service Members and Families in Family

Readiness.

e. Assist subordinate units with publishing FRG newsletters, developing telephone trees, maintaining rosters and coordinating FRG meetings.

f. Serve as a liaison with the State Family Program Office and other community agencies.

g. The task listing is not all inclusive of the JFHQ SFRSA responsibilities, but highlights major duties.

3-8 Family Readiness Support Assistant (FRSA)

The unit Family Readiness Support Assistants (FRSAs) are a vital link between the unit, Commander, the Families of Service Members assigned to the unit, and the community resources available to the Service Members and their Families. The unit FRSA serves as the Commander’s advisor on the unit‘s FRG program. The unit FRSA performs a variety of clerical and administrative duties in support of the Commander and volunteer FRG leaders. The unit FRSA maintains coordination of FRG activities within the unit and updates the Commander on the program status, controversial issues and services available to Service Members and their Families.

3-9 Yellow Ribbon Support Specialists

a. The Yellow Ribbon Support Specialist provides deployment cycle support through the execution of Yellow Ribbon events. The Yellow Ribbon Support Specialist is responsible for the following:

(1) Assist in the planning, facilitating and execution of Yellow Ribbon Events.

(2) Coordinate with the RDC.

(3) Correspond with Families and ensure they are informed of Yellow Ribbon Events.

(4) Track attendance and provide input to After Action Reviews to show trends.

(5) Provide analysis and continually improve the Yellow Ribbon Program.

(6) Assist in securing child care services

b. The Yellow Ribbon Support Specialist collaborates with various staff responsible for providing training, information and resources to Service Members and their Families. This may include but is not limited to the SFPD, CYPC staff, FAC staff, FRSAs, and RDC.

3-10 Military OneSource Consultant (MOSC)

a. The core function of the Military OneSource Consultant (MOSC) is to serve as a specialist on resources, programs and services for Military Families. The MOSC conducts outreach and collaborates with organizations to develop resources to address unmet needs. The MOSC also identifies, catalogs, and publicizes resources to the FACs and networks. MOSC will be located at each Joint Family Support Assistance Program (JFSAP) location and become a state/regional expert on the resources available in the communities where Service Members and their Families reside.

b. MOSC can refer Service Members or eligible Family members to licensed professional counselors in the local community for twelve sessions per issue at no cost to the Service Member or Family member (available in the continental U.S., Alaska, Hawaii, and Puerto Rico). Face-to-face counseling is designed to address short-term issues dealing with relationships, grief and loss, adjustment to deployment, stress management, parenting, or combat stress.

c. The MOSC assists Service Members and Families with personal financial readiness by connecting Families with trained financial counselors who will provide personal and Family financial management education.

3-11 Military Family Life Consultant (MFLC)

a. The MFLC provides a comprehensive spectrum of behavioral health support to military

Service Members and their Families. Through the MFLC Program, licensed clinical providers assist Service Members and their Families with issues they may face through the cycle of deployment, from leaving their loved ones and possibly living and working in harm’s way to reintegrating with their community and Family. The MFLC program provides support for a range of issues including relationships, crisis intervention, stress management, grief, occupational and other individual and Family issues. MFLCs are assets to Service Members and Families that may be having trouble coping with concerns and issues of daily life. MFLCs hold a Master’s Degree and are certified or licensed as a Clinical Social Worker, Marriage & Family Therapist or Licensed

Mental Health Professional Counselor.

b. Child and Youth Behavioral MFLCs provides the same support as the MFLC but specializes in child and youth issues.

c. MFLC support is provided through on-demand and surge support requests by the State Family

Program to the J1 Family Program office to the Office of the Secretary of Defense, Military

Community and Family Policy.

3-12 Director of Psychological Health (DPH)

DPH have been assigned to each of the 54 Joint Force Headquarters to serve all Service members in the Army National Guard and Air National Guard. Each DPH is the focal point for coordinating psychological support for National Guard members and their Families. Each DPH oversees a comprehensive psychological health program for all National Guard members, including:

(1) Access for assistance, 24/7/365

(2) Assessments and referral services

(3) Review of applicable benefits and other counseling services within each state/territory

(4) Case management services

(5) Follow-up services

(6) Commander consultation services

(7) National Guard member psychological health information and training

(8) Wellness education

(9) Critical incident management services

3-13 Family Assistance Centers (FACs)

a. FACs are geographically dispersed throughout the state/territory to offer resources, referrals and support to all Service Members and military Family members. FACs are connected to local communities and the military units in the surrounding area. They understand the challenges that may require outside support. No matter what the challenge or question, the FAC supports military

Families.

b. The FAC staff provides information and referrals to local resources as well as state/territory and federal military support programs. FAC support staff members are trained professionals that understand the challenges associated with the military lifestyle.

3-14 Deployment Cycle Support (DCS)

DCS is a comprehensive process that ensures Service Members and their Families are better prepared and sustained throughout the deployment cycle. It provides a means to identify Service

Members and Families who may need assistance with the challenges inherent to extended deployments. The goal of the DCS process is to facilitate Service Members and Family well- being throughout the deployment cycle. All Service Members deployed away from home station for 90 days or more will complete the DCS process. Services for Families are integrated in every stage of the process, and the Families are highly encouraged to take advantage of the resources provided.

Chapter 4- CYSS Essential Tasks

4-1 Core Program Elements

a. The CYSS should consist of six main program elements. These elements help support the goals and overall mission of the CYSS. Each state/territory should conduct a mix of program offerings that meet the readiness and resilience needs of the ARNG youth population. Each state/territory must have an active State Teen Panel in addition to the six core elements listed below:

(1) National and State Teen Panels (STP)

(2) National, Regional and State Youth Symposiums

(3) NG Youth Leadership Forums

(4) NG Youth Development Residential/Day Camp Programs

(5) Yellow Ribbon Cycle and Deployment Cycle Support

(6) Teen Resilience Program

b. All core elements must include a basic/core program area from at least one of the following

Army CYSS Service Areas:

(1) Art, Recreation & Leisure

(2) Sports, Fitness & Health

(3) Life Skills, Citizenship

(4) Academic Support, Mentoring & Intervention

c. LCYPC should ensure all core elements contain a theme, defined program objective(s), and participant evaluation.

d. LCYPC will develop a child and youth registration packet IAW at Appendix E requesting contact information, health history, code of conduct, dress code, transportation release, consent and liability release and media release for each participant for use at all state/territory level events.

This packet should be approved by the SFPD and/or state/territory-level Staff Judge Advocate.

4-2 State/Territory Teen Panel (STP)

a. Each state/territory level CYSS shall maintain an active State/Territory Teen Panel (STP) composed of youth delegates from ARNG units within the state/territory. ANG youth delegates may participate on the State Teen Panel if sponsored, supported, and funded by the owning Wing and Airman and Family Readiness Program Manager. The Panel shall communicate CYSS issues and concerns to the LCYPC and CYPC for consideration and resolution. State Teen Panel should also provide feedback on priority of core programs and communicate youth programming needs and concerns that impact program offerings. LCYPC is responsible for developing and maintaining position descriptions for the STP and ensure that all panel members with a position description are registered as statutory volunteers. See Appendix F for sample STP description.

b. An active STP will closely mimic the National Guard Teen Panel and required position descriptions, orientation training and convene at a minimum quarterly either face-to-face or via conference call.

c. STP orientation training should include mission and execution of the STP.

4-3 Regional and State/Territory Youth Symposiums

Regional and State/Territory Youth Symposium are training events that bring together youth leaders within the region/state. The STP should actively assist in planning and execution of

Regional and State/Territory Youth Symposiums.

a. State/Territory Youth Symposium:

The State/Territory Youth Symposium is typically held in conjunction with the annual

State/Territory Family Readiness Conference or equivalent, but that is not required. The

State/Territory Youth Symposium is open to all Army National Guard youth and teens between the ages of 9-18, preferably those who are active within the program. Coordination of Youth

Symposium activities will be done by the LCYPC(s); additional support is provided by the CYPC.

The size of the State/Territory Youth Symposium should be consistent with program participation throughout the year, and should not be used as a “youth care” alternative for children of adult participants at a concurrent event. The Army Youth Leadership Forum Handbook

(http://www.cyssprogram.com/_docs/regulations/Army%20Youth%20Leadership%20Forum.pdf.) should be used as a guide for Symposium planning.

b. Regional Youth Symposium:

Regional Symposiums are bi-annual events primarily conducted on the off year of the National

Symposium. Regional Symposiums are supported by one CYPC from each state/territory within the region. For hosting states/territories, 10 members of the STP may attend. For traveling states, only 5 STP members may attend.

4-4 Youth Leadership Forums (YLFs)

Youth Leadership Forums (YLF) are single or multi-day events that provide leadership and collaborative partnership experiences and assist school-aged youth with the development of personal/life skills/resilience. YLFs should include a community service component and youth feedback. This event is for ARNG youth ages 9-17 years old to discuss issues and concerns affecting their unit/community and receive youth leadership development instruction. These issues are then elevated to the State Teen Panel for discussion. Issues that cannot be resolved at the local level will be elevated to the National Guard Teen Panel for review. All unresolved issues will then be entered into the Army Family Action Plan (AFAP) Issue Management System at the Army One

Source website (www.myarmyonesource.com).

4-5 NG Youth Development Residential/Day Camp Programs

NG Youth Development Residential/Day Camp Programs are single or multiday residential and non-residential CYSS opportunities conducted at the unit/community and state/territory level.

Program activities, including day and traditional camps, should encompass life skills, Science

Technology Engineering and Math (STEM), resilience, leadership and character building while mitigating at-risk behaviors. Programs will utilize evidence-based, developmentally-appropriate training curriculums provided through the Army Youth Development Project or recognized youth program source. CYPCs should review and utilize the Army Child, Youth, and School Services

Camp Management Handbook: A Practical Guide to Managing Camp Programs and American

Camping Association Standards.

4-6 Yellow Ribbon Reintegration Program

The Yellow Ribbon Reintegration Program (YRRP) is a DoD-wide effort to promote the well-being of National Guard and Reserve members, their Families and communities, by connecting http://www.cyssprogram.com/_docs/regulations/Army%20Youth%20Leadership%20Forum.pdf them with resources throughout the deployment cycle. Through YRRP events, Service Members and loved ones connect with local resources before, during, and after deployments.

a. LCYPC/CYPC will coordinate with the YRRP POC to identify and execute requested support of Child and Youth programming for school-aged youth during the deployment cycle.

b. LCYPC/CYPC will identify material and space requirements to inform the YRRP event funding request.

c. LCYPC/CYPC will ensure programming provided during YRRP events is age-appropriate and serves to build overall readiness and resilience-based skills in attending children and youth;

Curriculum utilized will incorporate research/evidence-based interventions, strategies, and concepts (NGR 600-12, 6-9, c.).

d. LCYPC/CYPC do not provide child care services, but may conduct programming for children

0-5 years old if a parent/legal guardian is participating in the activity (in the room) with the children.

e. Child care services are not within the LCYPC/CYPC responsibilities. The LCYPC/CYPC can provide DoD/Army/Air childcare requirements, reference regulations, and community-based resources (e.g., Child Care Aware of America) to assist the YRRP POC in identifying appropriate childcare providers that meet DoD minimum standards per the Military Child Care Act and DoDI

1402.5.

f. The LCYPC/CYPC, per the SFPD’s directive and dependent upon availability, will attend unit-specific meetings and In-Process Review (IPR) to provide Family Members and Commanders with information on the Army National Guard CYSS Program and support services available during

YRRP events; if attendance is not possible, all information will be provided to the YRRP POC.

g. LCYPC will develop a standardized informational briefing for Family Members regarding eligibility for resources, services, benefits available throughout all phases of the deployment cycle

(i.e. Our Military Kids, Child Care Aware of America, Military Child Education Coalition, etc.).

h. Throughout the deployment cycle, the LCYPC/CYPC is responsible to maintain active communication with the assigned YRRP POC to ensure modifications for programming are met if needed.

i. In the event LCYPC/CYPC observes an attending child/youth exhibiting issues related to deployment/reintegration, LCYPC/CYPC will notify parents/legal guardians and encourage communication with the MFLC, or other designated and approved mental health services provider.

j. In the event additional support resources are requested by a parent/legal guardian, the

LCYPC/CYPC will ensure delivery of those resources within program policy guidelines.

4-7 National Level Elements

a. National Guard Teen Panel (GTP) - The GTP is a joint youth council managed and executed at the National Guard Bureau level and modeled after the Army Teen Panel (ATP). The GTP is the voice of the NG Youth. Panel members are chosen through a selection process to represent the NG

Youth nationwide. There are 10 Teen Panel Members, representing each of the Family Program

(FP) regions, which are in line with the 10 FEMA regions, and two At-Large Members (one

ARNG youth delegate to the ATP and one ANG youth delegate to the Air Force Council). The

GTP membership will endeavor to represent the composition of the National Guard, but will always contain the best qualified Youth Delegates. (NGR 600-12, 6.9 a. 1) LCYPCs are responsible for submitting qualified teen candidates to NGB upon availability of regional slots.

ANG delegates must be sponsored by an Air Wing, and the A&FRPM must support the delegate’s participation.

b. National Guard Youth Symposium (NGYS) - The NGYS is a joint national level training managed and executed at the National Guard Bureau level for Air and Army youth ages 15-17 years old. Teen Youth delegates are selected by the State Family Program Director (SFPD and

LCYPC) to represent their state/territory and are expected to bring back information to be incorporated into the state/territory CYSS and shared with youth within their unit and community.

ANG delegates must be sponsored by an Air Wing, and the A&FRPM must support the delegate’s participation. The Symposium is geared toward enhancing leadership, resiliency, and personal development of National Guard youth. LCYPC are responsible for advertising the NGYS and assisting the SFPD with selection of two youth delegates to attend the NYS, when conducted.

LCYPCs are responsible for maintaining two active youth delegates on the “off” years to facilitate communication with the regional GTP delegate.

4-8 Child Care

a. CYSS appropriated funds are not authorized to be used for child care.

b. Child care services are not within the LCYPC/CYPC responsibilities. The LCYPC/CYPC can provide DoD/Army/Air child care requirements, reference regulations, and community-based resources (e.g., Child Care Aware of America) to assist the Government in identifying appropriate child care providers that meet DoD minimum standards per the Military Child Care Act and DoDI

1402.5.

c. Child care services may be conducted by volunteers at the unit level only when parents/legal guardians are present and accessible.

d. Volunteers providing child care services are considered to be non-specified volunteers and are not eligible for reimbursement.

e. Childcare expenses incurred during official activities such as FRG meetings or specified volunteer training may be authorized for reimbursement using APF or NAF if requested and approved in advance (ref AR 608-1, para 5-10).

4-9 Child Abuse Prevention

a. All personnel working with NG children and youth, including CYSS staff, volunteers, and instructors, must have a completed favorable federal/state criminal history background check as required by the DoDI 1402.5 and Army Directive 2014-23.

b. All staff and volunteers must be annually trained to identify and report suspected child abuse.

The contract company will provide this training to all who fall under the National Contract. MCA states/territories will be offered the opportunity to take this training with the contract company, but otherwise need to secure it on their own. Volunteers will be trained by the LCYPC or LCYPC-designated subject matter experts.

c. The Child Abuse and safety hotline telephone number should be posted in highly visible areas at all events where staff, volunteers, parents/legal guardians, and youth have easy access.

d. As mandatory reporters, CYPCs and volunteers suspecting or observing evidence of child abuse or neglect in a CYSS program/event will immediately contact local authorities and comply with their reporting procedures. The SFPD should be notified after reporting child abuse to the proper authorities. Failure to report child abuse/neglect or safety violations is a criminal offense.

4-10 Touch Policy

a. The National Guard Child, Youth and School Services Touch Policy is IAW AR 608-10. This policy has been developed to define the boundaries for appropriate and inappropriate touching of children and youth. The touch policy will be accessible to all CYPCs and incorporated into orientation training. CYPCs will review and sign NGB’s Touch Policy memorandum annually.

This signed document will be filed with the SFPD. In addition, all staff will follow policies IAW

DoD Memorandum: Standing Operating Procedure Guidance & Discipline, Touch, and

Accountability of Children/Youth (See Appendix G). CYPCs are responsible for ensuring all volunteers are trained on the touch policy and should maintain a signed copy of acknowledgement in the volunteer’s file. CYPCs will inform parents/legal guardians verbally and in writing of the touch policy.

b. Touching in an appropriate manner is an important part of communication between adults and children and is essential in fostering a nurturing environment. Touching in a positive manner is essential in the emotional and social growth of a child. It can teach affection, care, and a sense of security and safety within a child. However, a child will never be forced to give or receive touching actions, positive or negative, against their will. The NG CYSS touch policy addresses appropriate and inappropriate touches and provides guidelines as to what is suitable physical contact within the CYSS.

c. All volunteers must review and sign the Touch Policy memorandum when in active status.

(1) Appropriate touching involves:

(a) Recognition of the importance of physical contact to child nurturance and guidance.

(b) Adult respect for personal privacy and personal space of children.

(c) Responses affecting the safety and the well–being of the child (e.g., holding hand of child when crossing the street; holding child gently but firmly during a temper tantrum).

(d) Staff employees and volunteers modeling appropriate touching.

(e) Examples of appropriate touching include hugs, and reassuring touches on the shoulder.

(f) Applying sunscreen; only when permission to apply sunscreen to the child has been granted by a parent/legal guardian on the medical release form.

(2) Inappropriate touching involves the following:

(a) Coercion or other forms of exploitation of the child’s lack of knowledge.

(b) Satisfaction of adult needs at the expense of the child.

(c) Violation of laws against sexual contact between adults and children.

(d) An attempt to change child behavior with adult physical force, often applied in anger.

(e) The reinforcement concept with child of “striking out” to respond to a problem.

(f) Examples of inappropriate touching include forced goodbye hugs, corporal punishment, slapping, striking or pinching, tickling for prolonged periods, lap-sitting, fondling or molestation.

c. Because boundaries for appropriate and inappropriate touch have often been undefined, CYPCs and volunteers should be trained prior to working with children and youth to ensure a correct understanding of the subject matter.

4-11 Discipline Policy

a. IAW 608-10, CYPCs will discipline in a consistent way, based on an understanding of individual needs and behaviors of children at varying developmental levels. Simple, understandable rules will be established so that expectations and limitations are clearly defined.

b. Discipline will be constructive in nature, including such methods as diversion, separation of child from situations, praise of appropriate behavior; or gentle physical restraint such as holding.

c. A child may not be punished by:

(1) Spanking, pinching, shaking, or other corporal punishment (ref para 4–10 on touch policy).

(2) Isolation away from adult sight/contact.

(3) Confinement in closets, boxes, or similar places.

(4) Binding to restrain movement of mouth or limb.

(5) Humiliation or verbal abuse.

(6) Deprivation of meals, snacks, outdoor play opportunities, or other program components. Short term restrictions on the use of specific play materials and equipment or participation in a specific activity are permissible.

(7) Extended periods of “time out” (e.g., in excess of one minute per year of age).

d. LCYPC/CYPCs in states/territories on the National Contract that discipline inappropriately will be referred to the contract company for review. MCA states/territories and volunteers that discipline inappropriately will be referred to the SFPD for review. Any necessary corrective measures will be taken after review.

4-12 Administering Medication

a. On occasion, a CYPC may administer medication to children/youth participating in CYSS events. This includes administering oral medications, epinephrine auto injector (Epi Pen), and cream medications (such as sunscreen). However, CYPCs will not perform functions that require extensive medical knowledge (e.g., determining the dosage or frequency of a prescribed medication); are considered medical intervention therapy (e.g., those not typically taught to parents/legal guardians by physical, occupational or speech therapists), or, if improperly performed, have a high medical risk (e.g., injection of insulin). CYPCs and approved medical personnel such as licensed registered nurse will adhere to the guidance for administering medication to children IAW 608-10.

b. Medications and care giving health practices will be administered in accordance with parent/legal guardian specifications on the event medical form. Medications and care giving health practices required by special needs children will be administered on a case–by–case basis.

c. Antibiotics, antihistamines, and decongestants are the only categories of medication which can be routinely administered by authorized CYPCs. Other physician prescribed medications must be administered by an approved health consultant. No oral PRN (as needed) medication may be administered, except those designated as basic care items and have a parent/legal guardian’s permission to administer upon need. The NGB has approved the following basic care items which may be used:

(1) Sunscreen

(2) Aloe Vera

(3) Calamine Lotion

(4) Tylenol (age-appropriate)

(5) Pepto-Bismol

(6) Benadryl

(7) Cough Lozenges

Only those approved items can be used. Other non-prescription medications are not authorized.

Parents/legal guardians of children showing any indication of disease (infected sunburn, rash, or reoccurring symptoms) will be notified and referred to a health care provider for diagnosis and treatment. Use of basic care items will be discontinued until health care provider determines further use will not be harmful.

d. Written permission from a parent/legal guardian must be obtained before administering any medication or approved basic care items. The parent/legal guardian must complete a Request for

Giving Medications Form so that CYPCs can administer medications during events when parents/legal guardians are not present.

e. The physician or parents/legal guardian will administer the first dosage of any medication.

f. Children will be on oral medication at least 24 hours before dosage is administered by

CYPC or other approved medical personnel.

g. Medication will be:

(1) In the original container with a child–proof cap.

(2) Dated with physician’s name and instructions for use.

(3) Labeled with the child’s name, name of medication, and dosage strength.

(4) Stored according to instructions.

h. No “over the counter” medications will be administered unless ordered by prescription or are on the list of approved basic care items in paragraph 4-12d and all the specifications in paragraph

4-12h are met.

i. All medication administered will be recorded on the DA Form 5225–R (See Appendix H).

(1) Each medication requires a separate form that may be used for a one-month period. The form will be maintained and filed into each child’s folder monthly or upon completion of the medication period.

(2) Forms may be reissued as needed for long term medication and should follow the calendar month for record keeping purposes.

(3) The time of each dosage and the initials of the person administering medication will be entered at the time the dosage is administered.

j. All medication will be kept in one centrally located and monitored locked cabinet, out of the reach of children.

k. Medication requiring refrigeration will be isolated within the refrigerator in a separate secured container.

l. Medication will be returned to parents/legal guardians signing their child out from participating in a CYSS program.

4-13 Staff Ratios

a. During all CYSS events/activities, youth must be supervised by adults who have completed the background check requirements. Adult supervision may be a combination of paid staff and volunteers. IAW Federal guidelines (DoDI 6060.4), the appropriate adult to youth ratio must be maintained at all times, regardless of location. Adult staff and volunteers operating under Line of

Sight Supervision (LOSS) will be easily identifiable.

b. The minimum ratio for all CYSS events/activities (except where noted) is 1:15.

c. The minimum staffing is 2 people who have completed background check requirements for all events, even if fewer than 15 youth are in attendance.

d. Overnight training events will follow the American Camping Association adult-to-youth ratios.

Teen volunteers may supplement, but not substitute for, adult supervision.

e. A minimum adult-to-youth ratio of 1:6 must be maintained for all high-risk activities to ensure the safety and well-being of participants. High-risk activities include, but are not limited to overnight events, dances, lock-ins, trips and tours, swimming, rappelling, white water rafting, and high ropes.

4-14 Transportation

At times, it will be necessary to provide transportation of youth during ARNG-sponsored events and activities. Unlike travel where the L/CYPC may be driving him/herself to and from events, the traveling of youth before, during and after events present unique challenges related to liability and procurement of payment. In response to this, the government has established the following guidelines for transporting youth in support of ARNG-sponsored events, specifically teen council trainings and regional youth symposiums:

a. Transportation to/from the event by the parent(s): This is the normal and expected mode of transportation for youth attending Child &Youth Program events, particularly in state.

b. Flying: This is the default travel mode for any long-distance youth volunteer travel, particularly for out-of-state travel associated with Regional Youth Symposium attendance. Even if the cost is more than other forms of transportation, this is still the default, preferred travel mode.

The QCYS funds distributed to the SFPD are the appropriate bill payer.

c. GSA: While contractors are not permitted to operate GSA vehicles, Service Members or authorized statutory volunteers on orders, may legally operate the GSA (provided they meet the requirements established by the local government and the state allows it) and transport youth accordingly. Contractors are authorized passengers, but not drivers.

d. Contracted shuttle/bus: This is second-most ideal, and most ideal for in-state travel, as the contracted transportation company is required to carry liability…