AFJROTC Regulations8 October 2014

AIR FORCE JUNIOR RESERVE OFFICER TRAINING CORPS REGULATIONSCOMPLIANCE WITH THIS PUBLICATION IS MANDATORY

Administration Commander: The responsibilities of the administrative commander are to hold weekly meetings during which lists of attendance at community service and fundraising events are compiled, as well as update ribbon orders. The commander is expected to handle the distribution of ribbons and the completion of certificates for award ceremonies. They also have to manage administrative representatives to be sure that they are properly trained and that work is getting done in a timely and efficient manner.

1

Table of Contents

Chapter One - Completion of Ribbon Orders (Pages 3-4)1.1 - Basic Information1.2 - Formatting Ribbon Orders

Chapter Two - Distribution of Ribbons (Pages 5-6)2.1 - Basic Information2.2 - Proper Procedure 2.3 - Rules

Chapter Three - Completion of Certificates (Pages 7-8)3.1 - Basic Information3.2 - Formatting Certificates

Chapter Four - Meetings and Representatives (Pages 9-10)4.1 - Meetings4.2 - Weekly Orders4.3 - Representatives4.4 - Coordinating with Planning

Figures and Examples (Pages 11-16)

2

Chapter One - Completion of Ribbon Orders

1.1 - Basic Informationa. Orders are the official documentation of every award cadets have earned within a specific period of time. Orders are crucial for AFJROTC personnel who have responsibilities such as ribbon or rank distribution. Ribbon orders detail what ribbons each cadet has earned within the Wando High School SC-872 unit.

1.2 - Formatting Ribbon Orders1.2.1 – Text

a. All text in the orders is to be 12 point, Times New Roman font.

1.2.2 - Order Numbera. The order number appears at the top of the orders. Each piece of the order number signifies something different. For example, the order number “13014-2” has two separate parts. The first part being “13014,” which is the years included in the period of time that the orders are being made, in this case, the years are 2013-2014. The second part of the number, “-2,” is the number of the order that has been produced during the 13-14 time period. In this example, the “-2” in the order number would mean that those orders are the second set of orders produced.

1.2.3 - Datea. The date that the orders are released are located across from the order number.

1.2.4 - Ribbon Ordera. Every ribbon that is awarded to cadets will appear in the orders in chronological order depending on each AFJROTC’s ribbons official number. The ribbons being given out will be ordered by their ribbon number from least to greatest. Refer to the chart in the back for a chart of ribbons and their corresponding numbers. Refer to Figure 1.1 an example of how this area of the orders is to be formatted. Refer to figure 1.2 for the complete ribbon chart.

3

1.2.5 - Table Formata. For each item in the orders, a table of the cadets who earned said item will follow. These tables have a very specific format. A description of the table format follows below. Refer to figure 1.3 for an example of how these tables are to be formatted.

1. Two columns with a line in-between.2. Header row appears with three columns which are “Last”, “First, and “Flt.”3. There are no borders, with the exception of a bottom border of the header row. 4. Row height is exactly 0.2”5. All data in the table is sorted by “Flt”, then “Last”, and then “First”.6. All names are spelled correctly and there are no abbreviated names (ex. Josh in the place of Joshua, Maddie for Madison)

1.2.6 - Microsoft Excela. The majority of data that is put into the orders is first compiled into a list using Microsoft excel. When using excel for cataloging cadet attendance at certain events, one is to follow the specific format demonstrated in figure 1.4. When one is ready to transfer information from an excel file to orders, they must be sure that the data has been sorted and filtered by the column headers “Flt,” “Last”, and “First.

4

Chapter Two - Distribution of Ribbons

2.1 - Basic Informationa. Ribbon distribution is the process by which cadets who have earned an award or ribbon receive their earned item. There is a very specific procedure to be followed when a cadet receives their ribbon which is provided below.

2.2 - Proper Procedurea. There is a very specific procedure that is to be followed when distributing awards and ribbons to cadets. In 2.2.1 below a list of steps is provided that walk one through the ribbon distribution process.

2.2.1 - Stepsa. Cadets who are to receive ribbons are to line up outside of supply and wait patiently to be called in by an admin representative.

b. The admin representative(s) who is to be distributing ribbons will take out the binder that has the orders as well as the box that contains the ribbons.

c. The admin representative will call one cadet into supply.

d. The admin representative will look through the orders and find what ribbon(s) the cadet has earned.

e. The admin representative will give the cadet earned ribbons.

f. The cadet will initial next to his name each time it appears in the orders for every ribbon they have earned, signifying that he has received said ribbon.

g. Repeat steps three though six until every cadet has received their ribbons.

2.3 - Rules a. When distributing ribbons to any cadet, there are a myriad of rules that are to be obeyed. A list of these rules can be found in 2.3.1 below.

2.3.1 - The Rulesa. Cadets who are not admin representatives are not allowed to distribute ribbons.

b. No cadet is allowed to distribute ribbons to themselves.

c. If a cadet loses or needs a replacement ribbon, then they will have to pay a 25 cent fee to get a replacement.

e. Every time a ribbon is distributed, the rep distributing is to check the orders to make sure that the cadet has truly earned it.

f. If orders are not in yet, reps are not authorized to distribute any ribbons pertaining to that particular order.

6

Chapter Three - Completion of Certificates

3.1 - Basic Informationa. Certificates are received by cadets during award ceremonies to signify what ribbons they have earned. Certificates act as a place holder until orders are out and the ribbon distribution process can begin.

3.2 - Formatting Certificatesa. Refer to figure 3.1 for an example of a properly formatted certificate.

3.2.1 - Datea. Found in the lower left hand corner of the certificate and is always the date of the award ceremony.

3.2.2 - Cadet Namea. The name of the cadet receiving the certificate is typed under the words “This is to certify that” in the blank space provided. The name should be spelled correctly and typed in Monotype Corsiva font. Font size may vary depending on the length of the name.

3.2.3 - Eventa. The name of the event attended to earn the certificate is typed under the name of the ribbon. There are no abbreviations or shortened event titles on the certificates. The event name is to be typed in Times New Roman font and is fairly sizeable. Font size may have to vary depending on event name length.

3.2.4 - Templatesa. Certificate templates are blank versions of a certificate for a ribbon. Most ribbons should have their own template that lacks cadet name, the date, event, etc., but has the name and picture of the ribbon on it. The commander should have these templates on his/her flash drive. If the commander does not have the templates on their flash drive, then he/she must transfer the templates onto a flash drive from “T” drive on the instructor’s computer.

7

3.2.5 - Mail Merginga. Mail merging is “a function of some word processing programs that allows the user to insert varying information in form letters, envelopes, and other mass mailings.” For sizeable certificate numbers being awarded in the place of a ribbon, it is easier and more efficient to “mail merge” cadet names into certificates. To mail merge:

b. To mail merge:1) Go to the mailings tab in Microsoft word. Click on the option “Start Mail Merge”2) Select “Step by step mail merge wizard” 3) Use the steps on the column on the right hand side of the screen to

guide you through the mail merging process.4) Test print one certificate. Adjust the text on the mail merge until the

data is in line with the proper name area on the certificate. When correctly adjusted, print the remaining certificates.

*Make sure that the Word Document is on landscape orientation before beginning the mail merging process.*

8

Chapter Four - Meetings and Representatives

4.1 - Meetings4.1.1 - Setting a Meeting Date

a. The administration commander and assistant commander need to coordinate in order to pick the most suitable day for admin to hold its meetings. These meetings need to be on the same day(s) every week so the representatives are not confused on when they need to show up.

b. If needed, there may be multiple meeting days per week.

4.1.2 - Before and During Meetingsa. Before the meeting the commander should have a list of tasks that he/she wants to get completed during the meeting. When the meeting starts the commander should assign one of these tasks to a representative and insure that they carry out said task accordingly.

b. Throughout the meeting the commander should manage his/her cadets but should not micromanage every task. When a cadet has completed their assigned task, they will save the completed work onto the commander’s master flash drive (if task was on the computer) or inform the commander. The commander can then assign the cadet another task or have the cadet assist another representative. When all tasks assigned for the meeting are finished, then the commander can dismiss the representatives.

4.2 - Weekly Ordersa. Weekly orders consist of a list detailing what was accomplished throughout the week. Weekly orders are to be turned into the operations squadron commander on the Friday of every week. During the squadron meeting the squadron commander and the administration commander will review the orders and what needs to be accomplished in the following week(s). Refer to Figure 4.1 for the proper weekly orders format.

9

4.3 - Representativesa. Representatives are an essential component in keeping admin running smoothly and efficiently. It is the responsibility of the administrative commander not only to manage representatives, but to make sure that every representative is properly trained to handle and complete all administrative responsibilities.

b. The commander of admin should insure that there is at least one representative per flight who can distribute ribbons. Although, having too many representatives can cause distractions and decrease productivity. To keep this problem at bay, the commander may have cadets who are trained and annually tested on distributing ribbons but are not required to attend meetings. The only cadets who are not required to come to meetings but be allowed to distribute ribbons should be junior/senior cadets; all freshman and sophomore cadets are required to attend meetings.

4.3.1 - Recruiting Representativesa. The administrative commander is to insure that there is a representative in every flight. Doing so means that the commander will have to reach out to cadets in order to get them to join. One method of recruiting cadets is to send a message using the flight binders so that a flight’s commanders will relay the message to the flight. This message should include:

1. Name of Job (admin)2. Meeting Date and Time3. Slots for Cadet Name and Contact Information

b. Refer to figure 4.2 for what a recruiting message should look like.C. Should a cadet who signed up to be a representative, the commander should contact the cadet and confirm that they can attend meetings. If the cadet gives a good reason as to why they can no longer be a representative, then the commander will send out another recruiting message to the cadet’s flight.

4.4 - Coordinating with Planninga. Every week, the planning commander should provide the administration commander a list of attendance at recent community service and fundraising events. These lists are what the representatives transfer into excel files and eventually input into the orders.

b. The planning commander and administration commander should have their own folder/binder which acts as a liaison between the two jobs. The planning commander should put any new attendance list(s) into the folder for the administration commander. The administration commander the picks up the list(s) and proceeds to input the list(s) into excel files and the orders

10

Figures and Examples

Figure 1.1 – 1) The following cadets are awarded the activities ribbon (49) for participation in

field day activities.

*The ribbon number appears in parentheses directly after the name of the ribbon is given.*

Figure 1.2 –Page 12

Figure 1.3 -

Last First FltAdamson George AAdian Sara BBianak Laurel BGary Margaret DInuit Wyatt EKryan Erik FNewman Ted FZelar Cameron K

11

Figure 1.4 –

Name of Attended Event (ex. Habitat for Humanity: December 11)

Last First Flt

Doe John A

Doe Jane B

Shmo Joseph C

So-forth So-on D

Figure 3.1 – Page 13

Figure 4.1 – Page 14

Figure 4.2 – Page 15

12

13

14

To: C/ (Rank) (Squadron Commander’s Last Name)

From: C/ (Rank) (Administration Commander’s First Name)

Admin Orders

This week in admin the following tasks were accomplished:

Attendance at the following events was created.

1. Buddy Walk

2. Pre-race IOP Run

3. Post-race IOP Run

Those events were also logged into wings and entered into the

orders.

Etc.

Etc.

Sincerely,

C/ (Admin Commander’s Last Name)

15

Flight Commanders,Please inform your cadets that admin is in need of reps. Meetings are on Mondays

after school until about 4:30. We need at least one representative from each flight or your cadets can not receive their ribbons. Slots are provided below for the names and contact information of the cadets who sign up.1. _________________________________ #.____________________________2. _________________________________ #.____________________________3. _________________________________ #.____________________________

Sincerely,

C/ (Commander’s Last Name)

16