Pennsylvania National Guard Family Program PARA PAGE … · PMR 600-12 21 December 2007 This...

*PMR 600-12 21 December 2007

*This regulation supersedes PMR 600-12, dtd 21 January 1993 1

PENNSYLVANIA MILITARY REGULATION COMMONWEALTH OF PENNSYLVANIA *NUMBER 600-12 DEPARTMENT OF MILITARY AND VETERANS AFFAIRS ANNVILLE, PA 21 December 2007

Pennsylvania National Guard Family Program ______________________________________________________________________________ Applicability. This regulation applies to Joint Force Headquarters (JFHQ) and the Family Program, Pennsylvania National Guard. PARA PAGE PURPOSE Definitions......................................................................................................1-2 3 Scope..............................................................................................................1-3 3 Objectives ......................................................................................................1-4 3 Policy .............................................................................................................1-5 4 RESPONSIBILTY State Family Program Director ......................................................................2-1 4 Family Program Assistant..............................................................................2-2 5 Family Program Specialist ............................................................................2-3 5 State Youth Coordinator ...............................................................................2-4 6 Family Assistant Center Coordinator.............................................................2-5 6 Family Assistant Center Specialist ................................................................2-6 6 Family Readiness Assistant ...........................................................................2-7 7 (ANG) Wing Family Program Coordinator. ..................................................2-8 8 State Chaplain ................................................................................................2-9 8 Commander....................................................................................................2-10 9 Family Liaison Officer...................................................................................2-11 10 Family Readiness Group Member .................................................................2-12 10 National Guard Member ................................................................................2-13 11 Statutory Volunteer........................................................................................2-14 11 Participants.....................................................................................................2-15 11 State Family Advisory Council......................................................................2-16 11 Youth Volunteer/Lead Delegate ....................................................................2-17 12 EDUCATION, ORIENTATION, AND TRAINING Introduction....................................................................................................3-1 12 Family Orientations/Sponsorship...................................................................3-2 12 Family Program Workshops ..........................................................................3-3 13 Invitational Travel Authorization ..................................................................3-4 13 Non-Appropriated Funds (NAF)....................................................................3-5 13 FAMILY READINESS GROUPS (FRGs) Introduction....................................................................................................4-1 14 Objective ........................................................................................................4-2 15 Organization...................................................................................................4-3 16 Unit/Wing Support for Family Readiness Groups.........................................4-4 17

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Volunteer Services .........................................................................................4-5 18 Family Readiness Group Informal Funds ......................................................4-6 119 FAMILY ASSISTANCE CENTER (FAC) Introduction....................................................................................................5-1 24 FAC................................................................................................................5-2 24 AWARDS Introduction....................................................................................................6-1 25 State Awards ..................................................................................................6-2 25 Unit/Wing Commander’s Awards Certificates of Appreciation...........................................................................6-3 26 YOUTH PROGRAMS Introduction....................................................................................................7-1 27 Youth Camp...................................................................................................7-2 27 State Youth Council.......................................................................................7-3 27 Appendix A – References Appendix B – Reproducible Forms Appendix C - Sample FRG Funds Transfer Letter Appendix D - ITA Request Form Appendix E - FRG Volunteer Reimbursement Form Appendix F - Volunteer Expense Worksheet Appendix G - FRG Appointment Letter Appendix H - Checklist for Family Orientations Appendix I - Telephone Cost Form Appendix J - Newsletter Cost Form Appendix K - Childcare Cost Claim Form Appendix L - Mileage Cost Claim Form Appendix M - Incidental Cost Claim Form Appendix N - Suggested Family Readiness Group Activities Appendix O - Sample Job Description Format Appendix P - Sample By-Laws (4 pages) Appendix Q - Benefits and Resources (4 pages) Proponent and Exception Authority. The proponent agency of this regulation is the Military Personnel Officer/G1. The proponent has the authority to approve exceptions to this regulation that are consistent with controlling law and regulation. Supplementation. Local supplementation of this regulation is prohibited without prior approval from the Military Personnel Officer/G1. Suggested Improvements. Users are invited to send comments and suggested improvements to The Adjutant General of Pennsylvania, ATTN: JFHQ-MP-FA

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1. PURPOSE: To establish policies and procedures to implement and maintain a strong Family Readiness Program in the Pennsylvania National Guard. This regulation prescribes policies and procedures for the administration of the Pennsylvania National Guard Family Program. 1-2. Definitions. a. Family Readiness refers to the contractual obligation that the military has to its members and their families and is provided primarily by uniformed service members and civilian volunteers. b. Family Support refers to the help and emotional support that family members provide for each other (the volunteer side of the Military/Family partnership). 1-3. Scope. This regulation is applicable to all Army and Air National Guard Units/Wings. 1.4. Objectives. The Pennsylvania National Guard Family Program has been established to: a. Increase and maintain Pennsylvania National Guard Family Readiness. b. Increase communication among families, Guard members, Units/Wings, and the National Guard Leadership. c. Develop Family Readiness Group networks through which families can mutually support the Guard members and each other. d. Improve family awareness and understanding of the National Guard structure, its missions, goals, objectives, activities, and initiatives. e. Inform families of the existence and nature of benefits and entitlements in current status, upon mobilization, and post mobilization. f. Develop programs that improve and maintain the quality of life for the Guard member and their family. g. Provide policy and guidance to Commanders concerning the Pennsylvania National Guard Family Program. h. Provide essential services to Guard families through all phases of mobilization, and during annual training periods, in designated Family Assistance Centers (FACs). i. Encourage family members to participate in volunteer programs as well as Unit/Wing social, recreational, and ceremonial events.

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1-5. Policy (Equal Opportunity): The Pennsylvania Family Program will be free of discrimination based on race, color, national origin, religious or political affiliation, sex, age, handicap or rank. Family members who believe they have been subject to discrimination are urged to contact the Unit/Wing Equal Opportunity Representative or the State Equal Opportunity Office. 2. RESPONSIBLITIES: 2-1. State Family Program Director. The State Family Program Director (SFPD) is responsible for the development and improvement of the Pennsylvania National Guard Family Program for both Army and Air National Guard members and their Families. Responsibilities include, but are not limited to: a. Serves as the point of contact for the National Guard Bureau Family Program Manager. b. Serves as the Joint Force Headquarters (state) advisor to the Adjutant General (TAG) on Family Readiness, quality of life and other Family Program matters and as the policy advisor in the development and implementation of work/life services and activities. c. Ensures the Military Personnel Officer/G1 is informed of Family Program activities. d. Provides support and advice for Commanders and Guard leadership to ensure compliance with statuary and regulatory guidelines and to maximize program effectiveness. e. Provides or coordinates pre-deployment preparation to include financial readiness, medical, legal, and Family Care Plan awareness, Family Readiness Groups (FRGs), and other benefits and entitlements. f. Provides education, support networks, directs services and coordination with local, county, state, and national agencies and organizations to support special populations (i.e. geographically and socially isolated, special needs, extended, and high-risk families). g. Develops, directs, manages, implements, coordinates, and evaluates the human service delivery system to ensure the Family Program elements and support services are provided to military and family members, including any family of deployed Military personnel regardless of service or component who live in the vicinity. h. Establishes and provides a full range of well being and life skills education and training resources. i. Oversees the activities, services, and the establishment of the Family Assistance Centers (FACs) during all levels of contingency and mobilization for military families. j. Oversees all aspects of volunteer management to include recruiting, training, retaining and recognizing volunteers through awards and processes award requests.

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k. Oversees all budget aspects of the Family Program. Forecasts, procures and executes Army appropriated/non-appropriated funds for the Family Program, youth program, volunteer reimbursement, and contracting. l. Promotes public and community awareness of the Family Program through public affairs and local command channels. m. Serves as a liaison between the military and community organizations; especially Employer Support of the Guard Reserve (ESGR), to ensure positive, ongoing relationships with these groups for the benefit of military families. n. Oversees all state sponsored family training events including conference coordination. o. Ensures that an awards program is implemented for all volunteers and other personnel who make valuable contributions to the program, and provide recognition for their efforts in helping to sustain the program. 2-2. Family Program Assistant (FPA). The State Family Program Assistant is to provide support in the administration of Family Program services for the National Guard and Reserve members and their families within the state by performing assignments designed to provide familiarity with the Family Program, community services, and effective relation with supporting social service and emergency organizations and the development of human resources program referral networks. Responsibilities include: a. Serves as an assistant in accomplishing all objectives of the Family Program. b. Assists in designing and conducting needs assessment of family members to identify program requirements. c. Coordinates and facilitates communication between family members and the National Guard. d. Develops and maintains a library of resource documents to include community, state, and Federal government agencies and organizations, which are available for referrals to family members. e. Assists in planning and coordinating resources for family assistance at deployment and reunion briefings. f. Assists in the preparation of budget requirement to support the Family Program. Initiates Invitational Travel Orders (ITOs) for volunteers, when necessary.

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2-3. Family Program Specialist(s). The State Family Program Specialist serves as a team member and advisor on Family Program issues, assist in the development, planning, implementing, and administering the Family Program concerning family and quality of life issues. a. Serves as an advisor on quality of life and Family Program matters for National Guard and reserve members with the goal of maximizing retention and readiness. b. Assists in planning, maintaining, and updating an ongoing system of information and referral for use by the military community and the dissemination of the information. c. Serves as a representative at conferences and meetings on quality of life and Family Program matters when the SFPD is unavailable. d. Assists in planning and coordinating mobilization processes for pre-deployment, deployment and post-deployment issues. e. Advises chain of command of current and proposed programs and policies requiring modification to improve family readiness and wellness. 2-4. State Youth Coordinator (SYC). Will exercise responsibility for the Pennsylvania Child & Youth Program. The State Youth Coordinator will: a. Establish and implement child and youth programming that is ongoing and meaningful at the community level while supporting the social, emotional, and academic needs of National Guard children. b. Advocate for Pennsylvania National Guard children, and offer programs and opportunities for youth to collaborate with other military children in order to form a strong support system. c. Collaborate with other agencies to offer programs state wide for all ages. d. Identify and disseminate information and resources to support the program. e. Provide support to the parent who has become the sole care taker of the children since their spouse has been deployed. 2-5. Family Assistance Center Coordinator. Is responsible for coordinating and developing Pennsylvania National Guard Family Program mobilization activities, coordinating with SFPD, Commanders, Family Program Assistance Officers, volunteers, and Community Agencies to ensure the Pennsylvania National Guard Family Program serves the needs of the Military family, and promoting Unit/Wing Family readiness.

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2-6. Family Assistance Center Specialist. Establish, maintain and provide continuous operational support as a Family Assistance Center Specialist while working independently in a Family Assistance Center. This position will directly support the requirements of the State Family Program Office and its programs with the ultimate goal of providing a high degree of family readiness by accomplishing the following: a. Maintaining monthly contact with each family member impacted by deployment as well as providing the appropriate referral assistance required by those Families. b. Ensure the establishment and maintenance of accurate listings of community resources to which they can refer family members that require those various services. c. Maintain 24/7 contact availability for family members. d. Perform a variety of administrative duties to include planning, organizing and providing family readiness support and guidance in coordination with the State Family Program Office and the State Family Council, to the Soldiers/Airmen and their families. e. Identify and assess family services and support issues, trends, needs, program priorities, program goals, and program effectiveness through utilization of appropriate research methods such as narrative and statistical reports, conferences, and meetings. f. Assist Soldiers/Airmen and their families by providing guidance and information on the availability of public and government services in areas of Crisis Intervention and Referral, Legal Resources and Referral, Financial Resources and Referral, TRICARE, Resources and Referral, ID Cards and DEERS and Community Information and Outreach and any area that could adversely affect a family’s quality of life. g. In conjunction with the State Family Program Office, develop, conduct, and/or coordinate family information workshops for family members, volunteers, and information for Soldiers/Airmen and their families. 2-7. Family Readiness Assistant (FRA). The Family Readiness Assistant evaluates, trains, advises, and mentors the Family Readiness Team which includes: Military Contacts, Rear Detachment, and Volunteers of the State Family Council, Family Readiness Groups and the Family Assistance Centers throughout the state. Responsibilities include: a. Provide training, support and hands-on assistance for establishing, and sustaining an effective Family Readiness Team within Units/Wings and Commands. b. Train, communicate and provide hands-on assistance to the Family Readiness Team, as well as communicate potential systematic problems to state leadership and the national program managers. c. Coordinate formal training for the Family Readiness Team, including command personnel, Guard members and volunteers. (Technical briefings, orientations, and workshops).

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d. Communicate with the Rear Detachment Commanders, Family Liaison Officers, and Family Assistance Centers to ensure communication and information is being received and disseminated to FRGs and family members through outreach, newsletters, websites, email and telephone. e. Coordinate with community services and the SFPD for outside resources to train Units/Wings, Soldiers/Airmen and families on availability of services. f. Train Unit/Wing and FRG personnel on meeting management, development of communication lines, phone trees and writing newsletters. g. Liaison with National Guard Family Program Office and State Family Program Offices. 2-8. Air National Guard Wing Family Program Coordinator (WFPC). There are three WING Family Assistance Centers located in Pennsylvania; 193rd SOW, 111th FW, 171st ARW. The following competencies constitute a “baseline” for service delivery under the WFPC umbrella. Core program and competencies are as follows: a. Deployment cycle preparation and support. b. Family Readiness Education. c. Information and Referral. d. Volunteer Coordination. e. Effective program management and collaboration with wing resources (e.g., Chaplain, Legal, MPF, Finance, and Public Affairs). f. Cooperative interface between the WFPC and the State Joint Force HQs (e.g., State Family Program Director, Family Readiness Assistant, Child and Youth Specialist). g. Community outreach and partnering. h. Awareness of MAJCOM instructions, requirements and inspection items. i. Creation/maintenance of Continuity Book outlining essentials of the Wing Family Program. 2-9. State Chaplain. The State Chaplain develops, implements, and continues expansion of Family wellness initiatives with Family outreach programs, pastoral counseling and assistance to Soldiers, Airmen, and their Families. a. Coordinates during peacetime the use of reserve and retired chaplain resources.

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b. Assists families with briefings and counseling through all phases of deployment, including Relationship Enhancement Programs (REP). 2-10. Commanders. Family Programs are a command responsibility. Commanders must take an active role in the development of strong Family Programs in their Units/Wings. Command support is essential for the success and advancement of the Pennsylvania National Guard Family Program. Commanders at all levels must: a. Establish a Unit/Wing FRG program and implement State Family Program policies, objectives, and initiatives. b. Facilitate the establishment of a FRG and emphasize the importance of ongoing family member participation in FRG activities, functions, trainings and briefings for the Unit/Wing. c. Facilitate the utilization of Unit/Wing resources, office space, supplies, the use of copiers, including official postage (subject to budget constraints) and official telephone lines for FRG functions. d. Institute and conduct at least one information briefing for the Unit/Wing and family members per year. e. Ensure scheduling of Pre-mobilization and reunion briefings as needed with the State Family Program Office. f. Ensure eligible family members are entered in DEERS and have a Reserve Component Dependent ID Card (all youth 10 and older, as well as any child under age 10 who does not reside with military parent). For those family members not on DEERS or who require a Dependent ID Card, the Soldier/Airman will be advised of the nearest DEERS facility and documentation required to enter family members into this system. g. Ensure that DD Form 1172 is completed, and dependent ID cards are issued to family members. h. Ensure Family Care Plans are completed and updated as required. DODI NUMBER 1342.23, 5.2.1, AR 600-20, Sec. 5-5 i. Ensure the FRG financial records are audited at the end of each fiscal year. Complete a “Statement of Audit” and maintain a copy at Unit/Wing, Battalion/Squadron, and Brigade/Group level. j. Ensure Unit/Wing members and their families are aware of Youth Programs, Youth Program policies, objectives and initiatives, and emphasize the importance of youth participation in the FRG.

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k. Appoint a lead youth delegate to serve as the Unit/Wing point of contact for youth. The lead youth will act as a liaison between the Commander, FRG, and other Unit/Wing youth delegates, and develop a youth reach-out support network for the Unit/Wing youth. l. Appoint a Family Liaison Officer. A copy of all FLO appointment letters/orders should be forwarded to the State Family Program Office. 2-11. Family Liaison Officer (FLO). The FLO is the ‘Military point of contact’ for the FRG and is appointed by the Commander and serves as the point of contact for Families, and acts as liaison between the Commander and the FRG. a. Serves as a liaison between the FRG and the Unit/Wing Commander, informs the Commander of challenges, activities, initiatives, news, concerns and issues of the FRG that impacts readiness and retention. b. Ensures volunteers complete and sign a DD Form 2793, Volunteer Agreement Form. c. Attends the Unit’s/Wing’s FRG meetings. d. Ensures mobilization and family records are maintained and updated. e. Provides administrative support and assistance to the FRG to include access to reasonable office space, telephone access, copiers, paper, postage, training materials, regulations, publication and printing of newsletters, interpretation of regulations, and completing and submitting summary reports. Informing families of Unit/Wing missions, training dates and locations while maintaining OPSEC security. f. Assist in gathering emergency telephone numbers with consideration to the Privacy Act. g. Assist with FRG issues and funds management to include auditing/overseeing FRG funds (when the Commander delegates this responsibility to the FLO). h. Assisting the FRG in obtaining government transportation and use of military installation for FRG sponsored activities. i. Whenever possible, include the FRG Leader in Unit/Wing planned activities to enhance Unit/Wing Family program. j. Represent the Company, Troop, Battery, Detachment or Wing. k. Attend training conferences and seminars that are sponsored by the Family Program Office or the Retention Force whenever applicable and possible.

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2-12. National Guard Member. a. The Unit/Wing member is required to maintain updated Family mobilization documents and Family Care Plans (FCP) for the care of dependent children and adults (dual Military families and single parents). b. Soldiers/Airmen are encouraged to invite family members to participate in Unit/Wing family activities and programs. c. The Unit/Wing member is also required to keep his/her DEERS information up-to-date, including addresses on all dependents. This must be accomplished at a DEERS site. Address changes can be made via the web at www.dmdc.osd.mil/rsl or the link from AKO. d. National Guard members are encouraged to register on www.guardfamily.org 2-13. Family Readiness Group Member. FRG members are encouraged to register on www.guardfamily.org 2-14. Statutory Volunteer. FRG volunteers donate their time and services to any of a variety of FRG projects and activities. Volunteers may be family members, retirees, or service members of the Pennsylvania National Guard. Statutory Volunteers are: a. Under the provision of Title 10 United States Code 1588, FRG volunteers are recognized as Government officials in matters of tort claims and for purposes of reimbursement. b. Actively involved in the planning, management, and delivery of the Unit/Wing FRG activities within the state and/or Unit/Wing level Family Program. c. Required to fill out and sign DD Form 2793, Volunteer Agreement Form. Statutory Volunteers volunteer under direct guidance of the Commander. FRG is a Commander’s program. Please send copies of DD 2793, to the State Family Program Office and retain copies with Unit FLO or WFPC. d. Highly encouraged to register at www.guardfamily.org, take GuardFamily.org online courses, maintain Unit/Wing Family Readiness Data, and maintain volunteer hours. 2-15. Participants. FRG participants are normally those who participate in FRG activities such as classes, seminars, and social events, but are not actively involved in the planning, managing, or delivery of the activity. 2-16. State Family/Advisory Council. The purpose of the State Advisory Council is to assist with State Family Programs and issues. Support National Guard families statewide by determining the issues that impact quality of life and family readiness, and resolving or elevating them to the appropriate level of action. It serves as a liaison between families and the Pennsylvania National Guard Family Program Office. Regional representatives communicate with Unit/Wing staff and families to bring forward their concerns on communication and

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information flow, military entitlements and benefits, support and understanding of Family Readiness Groups, Family Program education, training, policies, procedures, and the continued ability of Family Readiness Groups to assist military Family Readiness. 2-17. Youth Volunteer/Lead Delegate. a. Serve as the Unit’s/Wing's point of contact and principal assistant to the Commander on youth matters. b. Act as a liaison between the other youth and the Commander. c. Keep the Commander informed on youth challenges, activities, initiatives, issues, and concerns of the Unit/Wing youth that impact on readiness and retention. d. Ensure youth delegates complete and sign the DD Form 5671, Parental Permission Form. e. Assist with youth informational meetings during pre-deployments/mobilization activities. 3. EDUCATION, ORIENTATION, AND TRAINING 3-1. Introduction. Knowledge and information about the Pennsylvania National Guard are the most frequently expressed concerns of the Guard Families. A well informed Family is committed and supportive of the Guard member. The lack of information creates confusion, anxiety, conflict and discontent with the National Guard life-style; which negatively impacts retention rates and recruiting efforts. The Pennsylvania National Guard Family Program complements recruiting and retention by enhancing Unit/Wing effectiveness through improved communications. 3-2. Family Orientations/Sponsorship. Commanders are required to establish a Family Sponsorship Program and to arrange for family orientation briefings (NGR 600-12). As with the Guard member, a Family’s first impression of the Unit/Wing can have a lasting impact on that Family’s attitude and long-range support of the Guard member’s career. A program where more experienced Guard families assist and befriend incoming family members is beneficial to both the new Family and the Unit/Wing. It is an excellent demonstration of caring, which should significantly decrease the anxiety associated with separations during drills, annual training, extended school periods or mobilization. a. Commanders are authorized eight hours of Unit/Wing training assembly time to conduct family orientated Multiple Unit Training Assemblies (MUTA). Commanders will conduct at least one Family briefing per training year. The purpose of the annual briefing is Family Readiness. Therefore pre-mobilization issues such as DEERS enrollment, ID cards, Commissary and PX, Family Care Plans, wills, Benefits and Insurance (Health, Dental, Life) etc. will be

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covered. It is recommended that the Annual Family briefing not be combined with another activity, such as Holiday parties. b. Orientation briefings will be offered to the family members of personnel enlisting or transferring into the Unit/Wing and to new families of currently assigned personnel. Battalion Career Counselors, Unit Retention NCOs, FRG personnel, FAC specialist and/or WFPD can assist in the conduct of these briefings and will take an active role in providing family sponsorship during the Soldier’s/Airmen sponsorship phase. 3-3. Family Program Workshops. Statewide workshops, symposiums, seminars, and briefings will be scheduled by the State Family Program staff to promote family readiness and inform families and Military members of military and quality of life issues. a. Statutory Volunteers attending will be required to have a DD Form 2793, Volunteer Agreement Form, on file at the Unit/Wing FRG-level will be permitted to attend State sponsored training opportunities. Volunteers will be selected on an invitational basis for attendance at national workshops and training opportunities. b. Attendance at national workshops will normally be a one-time opportunity in order to provide this to all volunteers actively involved with their Unit/Wing FRG. c. Youth delegates (age 13-17) at National workshops may be permitted no more than two years of attendance to meet NGB objectives, as required. 3-4. Invitational Travel Authorizations (ITA). ITAs are issued for family volunteers for the reimbursement of mileage and per diem (meals and lodging) to attend Family Program functions. They must be approved by the State Family Program Office and issued prior to any travel or training attendance. a. To request an Invitational Travel Authorization, send a memorandum to the State Family Program Office. b. DD Form 1351, Travel Voucher, must be submitted for reimbursement no later than five working days after training/travel is completed. c. Personnel for whom ITAs are published MUST be active volunteers. d. ITAs utilizing Family Program funding will not be issued for a family member that is merely accompanying a service member to an event, conference, workshop, etc. e. Guard members are not entitled to ITAs for coordination. 3-5. Non-appropriated Funds (NAF). The Family Program has non-appropriated funds available to reimburse expenses incurred by statutory FRG board volunteers performing functions associated with the Family Program and Unit/Wing FRGs.

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a. Discretion, common sense and good judgment are expected parameters in validating reimbursable expenses. b. All claims must include the full name, social security number, complete mailing address and telephone number of the individual requesting reimbursement. c. Claims will be forwarded to the Unit/Wing Commander or the FLO for review, authenticity and signature. d. Accountability of this fund is at State level and will be administered the same as that of a Unit/Wing fund in accordance with AR 215-5. e. All claims will be forwarded to: TAGPA-MP-FA. f. Categories of reimbursement include: (1) Long Distance Telephone Calls from residential service for official support of FRG business. Calls will be kept as short as possible but not to exceed 10 minutes in duration. (See APPENDIX I, Telephone Cost Claim Form, MP-FA/NAF Form 1) (2) Publishing and Mailing Costs of Family Readiness Group newsletter when Commander has recognized certain correspondence as official business and NO GOVERNMENT FUNDS are available. (See APPENDIX J, Newsletter Cost Claim Form, MP-FA/NAF Form 2) (3) FRG Group Child Care during meetings, trainings, briefings, where volunteer services cannot be performed if childcare is not provided. The maximum hourly rate paid will be $2.00 per child. (See APPENDIX K, Childcare Cost Claim Form, MP-FA/NAF Form 3) (4) Mileage for training and functions will be based on the current government rates for reimbursement. The mileage purpose of the meeting must be stated. (See APPENDIX L, Mileage Cost Claim Form, MP-FA/NAF Form 4) (5) Other Incidental Expenses incurred by volunteers in direct support of the Family Programs. Incidental expenses are defined as expenditures required in meeting the mission of the Family Program. (See APPENDIX M, Incidental Claim Form, MP-FA/NAF Form 5) Note: reimbursement for food items and expenses associated with fundraising activities is not authorized. 4. FAMILY READINESS GROUPS (FRGs) 4-1. Introduction. A partnership exists between the Pennsylvania National Guard and families to promote readiness, wellness, and retain quality Army and Air National Guardsmen.

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a. Family Readiness Groups are the primary communication link between the Commander and Unit/Wing Family members, and are the foundation of the Pennsylvania National Guard Family Program. b. Family Readiness Group representatives are volunteers who are considered part of the Unit’s/Wing’s special staff. c. Commanders and Unit/Wing members are encouraged to recruit volunteers and establish a Family Readiness Group at the Battery, Company, Troop, and Squadron level. d. The FRG is instrumental in keeping family members informed and involved in Unit/Wing activities during peacetime and upon separations. e. Each Family Readiness Group should have command endorsed constitution and bylaws, (See APPENDIX S, Sample FRG constitutions and bylaws). f. FRG boards, Commanders, and Rear Detachment Commanders can request FRG guidance training through the State Family Readiness Assistant(s). g. FRG Board members are encouraged to ensure Unit/Wing Family Readiness Status reports are updated at www.guardfamily.org. 4-2. Objectives. Family Readiness Group objectives are to: a. Develop Family support networks in which Unit/Wing Families mutually support and assist each other. b. Maintain a FRG roster, annotated with name of spouse or other Family member, this may be used to develop telephone tree. *Privacy Act Statement must be included on the telephone tree indicating that it is for official use only. c. Assist in the operation of Family Assistance Centers during mobilization. Refer family needs that cannot be met by the FRG to the appropriate state, unit, wing, or community resource. d. Provide structure whereby the Unit/Wing can become fully involved as a community partner in environmental, youth, and family issues. e. Improve family awareness of the Unit/Wing, its missions, and activities. f. Develop and operate systems to provide information and education programs, welcome and orient new families, promote involvement, and prevent isolation. g. Plan training, which prepares families to function independent of their service member in the event of a deployment.

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h. Assist in providing outreach and information to Guard family members in the event of a deployment in the form of newsletters or telephone calls. i. When individual Unit/Wing members deploy without the full Unit/Wing deployment, Unit/Wing FRG will continue to support and acknowledge the family of such service members without regard to what Unit/Wing the Soldier/Airman deployed with. j. Provide feedback to the Commanders and State Family/Advisory Council on quality of life issues within the Command/Wing. k. Set up a two-signature non-interest bearing checking account. l. Interest producing accounts are unauthorized. m. The newly formed FRG will also need an IRS Employer Identification Number (EIN) in order to open a checking account for the funds. Form SS-4 can be submitted online by going to www.irs.gov/businesses and click on Employer ID Numbers under Topics. Fill in the necessary information in blocks 1-5b, 7a-b (if applicable), 8a, 9, and 16a-c and submit. You will immediately receive your EIN #. Print it out for the FRG records. A confirmation from the IRS will be mailed within a couple weeks. 4-3. Organization. During peacetime the focus is on readiness, ensuring the families know how to deal with their quality of life needs, issues and concerns. During times of mobilization the focus is on support as well as continued readiness, issues, and concerns. a. The FRG is a Unit/Wing Commander’s program formed in accordance with AR 600–20. b. Unit/Wing FRGs will be organized to form strong communication and support networks with Unit/Wings and families. c. Units/Wings should ensure that cohesive Unit/Wing integrity is maintained when individual Soldiers/Airmen get deployed with another Unit/Wing. d. One FRG per Unit/Wing. There is no need to establish separate FRGs for deployed family members. e. FRGs will assist Units/Wings in meeting Military and personal deployment preparedness and enhance the family readiness of the Unit’s Soldiers, Wing's Airmen and families. f. FRGs will provide feedback to the command on the state of the Unit/Wing “Family”. g. Family readiness is the mutual reinforcement and support provided by the Unit/Wing to Soldiers/Airmen, civilian employees, and family members, both immediate and extended.

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h. Family members should be embraced as part of the Unit/Wing and treated accordingly without regard to what Unit/Wing a family member’s sponsor may have had to deploy with. Likewise the Units/Wings that have deployed with attached Soldiers/Airmen should include the families of the attached Soldiers/Airmen to provide additional support and information to those families. i. The governing body, FRG board member(s) and committee chair(s), are elected by the Family Readiness Group and may consist of, but not limited to: a President, Vice President, Secretary, and Treasurer, or Chairperson, Vice Chairperson, Secretary, and Treasurer. Individuals in these positions must be related to a National Guard service member. ALL positions are accepted or rejected by the Unit/Wing Commander. j. FRGs must adopt bylaws which structure the manner in which business is conducted. (See APPENDIX S, Sample FRG By-Laws) k. Official FRG statutory volunteer(s) assumes communication and support responsibilities for the FRG group. l. FRG board member(s) can be asked to resign by the Unit/Wing Commander if he/she determines it is necessary for the morale of the FRG and Unit/Wing members. m. FRGs may establish various committees with additional volunteers, known as primary FRG Representatives (FRGRs). n. Family Readiness Group members may be retirees, extended Family members, and members of the community who are interested in improving the quality of life of Soldiers/Airmen. o. Family Readiness Groups must set up committees and develop volunteer job descriptions. (See APENDIX Q) (1) It is important to note that the FRG legitimacy comes primarily from the Commander’s willingness to support the volunteers in the group. However, this responsibility does not necessarily require an extensive investment of time by the Commander. The Commander needs to have full knowledge of the FRGs planned activities and open communication to the official volunteers to provide guidance, offer Unit/Wing resources (office space, including desk, office supplies, copier access, a telephone, typewriters, computers, and storage space for Family readiness group materials) and facilities, create a climate of caring for family members, and ensure recognition and appreciation for FRG leaders and volunteers. (2) Official statutory volunteers will not be formally counseled or handled with any military disciplinary measures. However, official volunteers who disrupt the cohesive functionality of the FRG may be asked to assume a volunteer position of lesser influence within the FRG structure or be asked to resign.

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4-4. Unit/Wing Support for Family Readiness Groups. a. Commanders are authorized to support Family Program activities by providing: (1) Office space, including desk and office supplies such as use of copiers, official telephone lines, stationary supplies, typewriters and computers. (AR 608-1) (2) Use of armory for FRG functions, activities and official functions which support the objectives of the FP (suggest checking with your Armory Board for specific regulations regarding certain FRG activities). (3) Postage and mail supplies for official correspondence. (4) Access to Unit/Wing rosters for official business. Unit/wing rosters (annotated with spouse or parent names) are “For Official Use Only” documents. Anyone using the roster must have command approval and must be made aware of Privacy Act considerations. The information may only be used for newsletter purposes among FRGs. The names, addresses, telephone numbers, or other information contained in any roster may not be provided to outside agencies, other military personnel or Units/Wings, or other individuals that are not part of the Family Readiness Group, and do not have a need to know. Solicitation through Unit/Wing rosters is unauthorized. 4-5. Volunteer Service. It is important to involve as many volunteers as possible. a. A person providing voluntary family readiness services shall only be considered an employee of the government in the event of work related injuries, reimbursements, or tort claims. Persons volunteering for Family Readiness Groups will be covered as stated above but will not be considered government employee for any other purpose. b. Key functioning FRG volunteers must complete and sign a DD Form 2793, Volunteer Agreement Form upon volunteering for an FRG or providing volunteer service to the Unit/Wing. The Volunteer Agreement only needs to be completed once. c. Promote registration on www.guardfamily.org. Maintain volunteer hours of trainings and activities, download pertinent documents and take online courses. d. Update Unit/Wing Family Readiness Status Reports on www.guardfamily.org <Unit Family Readiness Status Report>. e. The following records and reports must be prepared and maintained by the FLO at the Unit/Wing as indicated. (1) The Volunteer Agreement Form DD 2793 serves as a formal agreement between the volunteer and the Unit/Wing that the volunteer agreement and a written job description will be maintained in the Family Readiness Group files for each volunteer.

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(2) When accepting volunteer services from unmarried family members under the age of 18, a DA Form 5671, Parental Permission must be signed by the parent or guardian. (3) Establish a Commander’s binder for FRG regulations and FRG correspondence. 4-6. Family Readiness Group Informal Funds. (AR 608-1, Appendix J-7, (NGB Funding Guidance) a. Commanders may authorize their FRG to maintain one informal fund in accordance with AR 600–20/AR 608-1 Appendix J. b. Informal funds are private funds generated by FRG members that are used to benefit the FRG membership as a whole. c. FRG informal funds may not be deposited or mixed with appropriated funds, Unit/Wing MWR funds, the Unit’s/Wing’s cup and flower funds, or any individual’s personal funds. d. The expenditure of informal funds will be consistent with Army Values, DOD 5500.7–R, and AR 600–20. e. Examples of authorized use of informal funds include FRG newsletters that contain predominantly unofficial information and purely social activities, including, but not limited to, parties; social outings, volunteer recognition and picnics. f. Examples of unauthorized use of FRG informal funds include augmenting the Unit’s/Wing’s appropriated funds (the Unit’s/Wing’s cup and flower funds); purchasing items or services that are authorized to be paid for with appropriated funds; purchasing traditional Military gifts, such as Soldier/Airman farewell gifts that are not related to family readiness; and funding a Unit/Wing social event. g. The Unit/Wing Commander will sign a letter designating a fund custodian (treasurer) and an alternate. (1) The fund custodian and alternate must not be the Unit/Wing Commander, a deployable Soldier/Airman, or the FRG leader. (2) The fund custodian is responsible for informal fund custody, accounting, and documentation. (3) The FRG informal fund custodian and alternate are personally liable for any loss or misuse of funds. (4) After designation of the informal fund custodian, the custodian may establish a non-interest bearing bank account under the established FRGs name (never the individual’s name).

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(5) The Commander will authorize opening the account and prepare a letter naming the fund’s custodian and alternate as persons authorized to sign checks drawn on the account. (6) The Commander will not be a signatory on the account. (7) The informal fund custodian will provide informal fund reports to the Unit/Wing Commander monthly and as requested. (8) Although not required, Commanders may consider requiring the FRG informal fund to be bonded in accordance with the procedures of AR 210–22, paragraph 3–2b. h. The FRG informal fund SOP. All FRG informal funds will have an SOP. The SOP may be a one-page document and must include: (1) The FRG name. A description of the FRGs informal fund purpose and functions and a summary of its routine activities. For example: “The FRGs informal fund purpose and function are to provide support and recognition to FRG members during the following life events: births, birthday parties, new member welcome parties, departing member farewell parties, holiday parties, and so on.” (2) The following statement must be included in the FRG informal fund SOP: For Example: “This FRG informal fund is for the benefit of the FRG members only and is established exclusively for charitable purposes and to provide support to Soldiers/Airmen and Family members as the Soldiers/Airmen and families adapt to military life. It is not a business and is not being run to generate profits. It is not an instrumentality of the United States Government.” (3) The FRG informal fund SOP must be approved by the Unit/Wing Commander and a majority of the FRG members. (4) It will be signed at a minimum by the FRG leader, the fund custodian (Treasurer), and the alternate fund custodian. (A sample informal fund SOP is included in Operation READY training materials.) i. Fundraising for FRG informal funds. DOD 5500.7–R, paragraph 3–210(a)(6), authorizes official fundraising by organizations composed primarily of DOD or DA employees and their dependents when fundraising among their own members or dependants for the benefit of their own welfare funds. Fundraising will be approved by the appropriate Commander after consultation with the Department of the Army ethics official or designee. j. An Army organization—including, but not limited to, Units/Wings, Installations, and FRGs may officially fundraise from its own community members or dependents and from all persons benefiting from the Army organization. AR 608–1 • 6 December 2006. k. Commanders will consult with their Staff Judge Advocate or ethics counselor and avoid all conflicts with other authorized fundraising activities.

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l. Informal fund cap. FRGs are not established to raise funds, solicit donations, or manage large sums of money. They are not equipped to handle the complex tax ramifications and stringent accounting requirements that can result from excessive informal funds. FRG informal funds will therefore not exceed an annual gross receipt (income) cap of $5,000 per calendar year from all sources, including fundraising, gifts, and donations. m. Unit/Wing Commanders may establish a lower annual income cap. n. State and local laws and the requirements of Status of Forces Agreements may make a lower FRG informal fund cap necessary at some locations within or outside the continental United States. Commanders and fund custodians will consult their Staff Judge Advocates to ensure that FRG informal funds comply with all local requirements. o. FRG informal funds may only be raised and maintained for specific planned purposes consistent with the purpose of the informal fund. If the purpose of the fundraising event is inconsistent with the FRG informal funds SOP, Commanders will not approve the fundraising event. p. The FRG informal fund ledger will reflect the costs earmarked for the planned event. For example, if an FRG is planning a holiday party with a planned cost of $3,000, the ledger might reflect the following costs: dinner $2,100; hall rental $250; and band $650. q. Gifts to FRG informal funds. Unit/Wing Commanders may accept an unsolicited gift or donation of money or tangible personal property of a value of $1,000 or less for its FRG informal fund after consultation with the Unit/Wing ethics counselor. Unsolicited gifts or donations to the FRG informal funds are considered income and impact the FRG informal fund annual income cap of $5,000. r. FRG - external fundraising. As an official activity of the DA, the FRG may not engage in external fundraising and may not solicit gifts and donations. However, in accordance with AR 1–100 and with the advice of the ethics counselor and FRG leaders may, in response to an appropriate inquiry, inform potential donors of the needs of the Army in relation to assisting Army Families. s. The Commander must approve all FRG fund raising activities in writing. t. FRG funds must be used for activities that support the entire group rather than specific individuals. Use of funds should not duplicate what other agencies provide, such as establishing a loan fund or emergency food bank when other agencies such as ACS, AER, already have programs established. u. FRG funds must be maintained in a two-signature non interest bearing account. A minimum of five members with signature authority on the account is highly encouraged.

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v. Banks may require an Employee Identification Number (EIN). This number is used so that accumulated interest reported to the IRS is not charged to one individual. To apply for the EIN number, an SS-4 Application for Employer Identification Number may be obtained from the Department of Treasury, Internal Revenue Service. w. Monthly reconciliation of the account must be made and all signature authority members and governing FRG members made aware of the reconciliation and any discrepancies that are identified. x. The Family Readiness Group Fund Custodian, or FRG Chairperson, must furnish financial records to the Commander or his/her authorized representative for periodic reviews and/or the required annual audit. The original “Statement of Audit” must be retained in the FRGs financial records and copies maintained by the Unit/Wing. y. Fund raising activities must not benefit any commercial interest or product. This does not preclude the acceptance of donations of cash, property or services which may or may not contain the logo or slogan of a commercial source. z. Use of or sale of alcoholic beverages or gambling during the fund raising events is strictly prohibited. aa. The National Guard is not responsible for purchases or debts incurred by the Family Readiness Groups. bb. Expenditure of Funds. The FRG fund will be used for the welfare, morale and esprit de corps of the military Family members, the Unit/Wing members in conjunction with Family Readiness Group activities, and the administrative and operating costs of the FRG. Emphasis is to be placed on the support of Family members and FRG. The FRG must use caution in deciding whether to purchase items for the military Unit/Wing or Unit/Wing personnel, as they are provided support through government funding. (1) Funds may be disbursed for: (a) Use of FRG funds for reimbursement of FRG operating costs, such as postage, envelopes, paper, get-well/birthday/ anniversary cards, telephone calls. All reimbursements, have to be voted on by the FRG prior to any individual engaging in an event/activity that will result in them spending money that perhaps they cannot get reimbursed for. (b) Before purchasing office supplies, FRG personnel should inquire with the Unit/Wing or State Family Program Director for the availability of supplies. In such events when funds are not available for reimbursement, contact the SFPD to see if any non-appropriated funds are available for reimbursement. FRGs should realize that the State non-appropriated funds are limited and exhausted early, so caution needs to be exercised when asking volunteers to make purchases prior to ensuring some form of reimbursement is available.

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(c) Unit/Wing Family Readiness Group funds may be donated to other FRGs to assist families or Unit/Wing sponsored events, and may be used occasionally to rent or purchase recreational items. The governing body of the FRG, considering input by the Unit/Wing family members, should agree upon such donations. (d) Training Opportunities. (e) FRG funding can be used to pay for rental space of a location necessary to conduct training of FRG members for informational purposes. (f) FRG funds can also be used to pay for speaker costs to bring in experts on topics presented to FRG members, i.e. financial management counselors, dealing with deployment concerns, preparing for reunions, coping with stress, etc. Training events should be conducted at times when the likeliness of more family participants is expected. It is important to have information readily available for all FRG members. (g) Child Care. FRG funds can be utilized to pay childcare expenses that arise as a result of encouraging participation at FRG functions, meetings, or events that require adult focus and attention. Childcare should be arranged at a central location so parents can all drop their children off at the same place to enjoy the FRG event scheduled. This does not allow for each parent to be reimbursed the cost of providing their own individual child care arrangements. (2) FRG Funds may NOT be used for: (a) Loans to any individual, group or organization, regardless of their affiliation to the group or military status. (b) Cashing personal checks. (c) Travel advances. (d) Salaries and wages. (e) Retirement parties for service members. (f) Purchase of any recognition items, i.e. coins, plaques, swords, flowers, etc. for service members or spouses. Recognition should be in the form of items not required by the fund, i.e. should give Unit/Wing coins, nomination of State Award recognition programs, etc., should be utilized. Monies for flowers can be collected as a “pass the hat” collection. (g) Supplies for Unit/Wing members. (h) Buying gas so a Soldier/Airman can get to drill. (i) Unit/Wing equipment unavailable through other sources.

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(j) Donations to other Unit/Wing affiliated clubs, i.e. Officer’s Club, NCO Club, All Ranks Club, MWR Funds, etc. (k) Purchase of alcoholic beverages for any event. 5. FAMILY ASSISTANCE CENTERS

5-1. Introduction. The call to active duty for the citizen Soldier/Airman for an extended period of time can create anxiety, confusion, and stress for unprepared Families. Effective and efficient family assistance during mobilization is critical to the well-being and readiness of both Soldiers/Airmen and their families. Soldiers/Airmen will be better able to train, mobilize and deploy in support of Federal and/or state missions knowing that their families are receiving appropriate assistance at home. For this reason, the concept for Family Assistance has been tailored to meet the needs and concerns of families prior to, during and after mobilizations within the Pennsylvania National Guard. 5-2. Family Assistance Centers (FAC). FACs are located throughout the Commonwealth and will be operational to provide support services to Pennsylvania National Guard families. a. FACs will also provide assistance to Families of all branches of military service. b. The FAC is the first avenue of assistance for family members. c. FACs are currently manned by full time staff employees. d. In order to provide convenience and quality service, Family members can receive services from any FAC location, not necessarily their assigned Unit/Wing /FAC which may be located hours away. e. The minimum essential services FACs will provide to service and family members include: (1) ID Card and DEERS enrollment information and referral. (2) TRICARE and military medical benefits information and referral. (3) Financial information and referral. (4) Legal information and referral. (5) Crisis referral. (6) Community information and referral.

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6. AWARDS 6-1. Introduction. Family Program, FRG, Volunteers, family members, Guard members, retirees, and other committed individuals who generously donate their valuable time and talents should be recognized. Units/Wing s may present awards and other forms of recognition at appropriate Family/Soldier/Airman gatherings i.e. Unit/Wing formations, parties, meals, or family briefings and activities. 6-2. State Awards. The following awards are authorized for use in the Family Program. Selections will be made by TAGPA. a. Individual Awards. (1) The Adjutant General’s Family Spirit Awards. Will be nominated in writing by each September and forwarded to TAGPA: MP-FA. The award will consist of a state shaped plaque with the National Guard emblem, recipient’s name, organization and year. An eligibility criterion includes: (a) Any member of a Pennsylvania National Guard Family Readiness Group. (b) Period of award will be 1 OCT to 30 SEP. (c) Award may only be received once. (d) Award will be made to those individuals who best exemplify the “Spirit” of the Pennsylvania National Guard Family Program. (e) Individual will be instrumental in forming, developing, maintaining or otherwise contributing to the success of Family Readiness Groups; and causing family members to become active in Unit/Wing activities. (f) Provides inspiration and motivates others, making a positive impact in their community. (2) Family of the Year Award. Will be nominated in writing and sent to the Family Program Office. The award will consist of a plaque depicting the Colonial Minuteman. It will be mounted on a brass plate indicating the names, year, and nature of the award. An eligibility criterion includes: (a) Any member of a Pennsylvania National Guard Family. (b) Period of award will be 1 OCT to 30 SEP. (c) Award may only be received once.

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(d) Nomination must show the range and depth of Family Program activities in which they have participated. (e) Activities must include community involvement. (f) Unit/Wing activities include Family Readiness Group participation, Unit/Wing family oriented activities, or Unit/Wing activities which supported the community. (3) Five Points Award. May be chosen by TAG based solely upon information submitted by Unit/Wing Points of Contact in their Semiannual Report. An eligibility criterion includes: (a) Any member of a Pennsylvania National Guard Unit/Wing. (b) The award may be won more than once by a Unit/Wing. (c) Period of award will be 1 OCT to 30 SEP. (d) Will be awarded annually. (e) May be awarded to more than one Unit/Wing. (f) Selection will be based on involvement of the total Unit/Wing in the community and the Family Program. “Total Unit” includes Unit/Wing family members as well as assigned Guard personnel. Examples of community projects are: sponsorship of scout troop, participation in Special Olympics, active participation/support in community events, environmental projects, armory beautification, education projects, drug demand reduction, active participation in communities of Excellence activities. 6-3. Unit/Wing Commander’s Awards, Certificates of Appreciation. The Commanding officer at any level may award the Commonwealth of Pennsylvania National Guard Certificate of Appreciation to individuals or organizations. An eligibility criterion includes: a. Any volunteer whose volunteerism to the Unit’s/Wing’s Family Readiness Group is highly recognized by Unit/Wing members and family members. The volunteer’s efforts must have a positive impact on the Unit’s/Wing’s FRG. b. Any individual who volunteers his/her time, talent and efforts for the good of the Unit/Wing Family Readiness Group is eligible. The volunteer should be well known by Unit/Wing members and family members alike and should be someone who has a high level of participation in events and activities. c. Any Commander, FLO, or volunteer within the FRG, may make a nomination by completing the certificate for presentation.

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7. YOUTH PROGRAMS 7-1. Introduction. The Pennsylvania National Guard Youth Programs encourage the development of leadership skills, positive attitudes, high self-esteem, effective social skills, positive life goals, and drug free behaviors as well as an understanding of the National Guard. For more information on youth programs and events, contact Unit/Wing representatives or the State Family Program Office. 7-2. Youth Camp. This is an overnight summer camp for children ages 8-13 who have a military parent. Children ages 14-18 may volunteer and train to work as junior counselors. Spouses, parents, siblings over 18 years old, and retirees of the Pennsylvania Air/Army Guard may volunteer as camp counselors. a. Application procedures are announced on the web site annually. www.dmva.state.pa.us/youthprograms.com b. This camp provides our youth an opportunity to gain team-building skills and learn to develop leadership qualities while getting an opportunity to meet other youth who have Family members in the military. 7-3. State Youth Council. The mission of the State Youth Council is to provide representation for the Youth of the Pennsylvania National Guard. a. Provide Guard Youth at the local level with information on all available resources, projects, and opportunities. b. Present ideas and information from local level youth to the State Council for recognition and consideration. Through them, all Guard Youth will have an equal opportunity to get involved, have a voice in the development of the National Guard Youth Program and support youth activities. This will allow the program to truly be a program for Guard Youth – by Guard Youth. c. Any youth between the ages of 15 and 18 who is the dependent of a member of the Pennsylvania National Guard – Active or Retired. d. Duties. All members of the State Youth Council are required to attend all meetings and activities, maintain an email address and regularly correspond via emails related to the Youth Council. Depending on the position for which they are chosen, some additional responsibilities and training will be required. Youth Council Members will facilitate all activities, meeting, and training events through team initiatives for the youth of the Pennsylvania National Guard. The President of the Council will compose a monthly or quarterly newsletter that will be submitted to all youth contacts by the State Youth Coordinator.

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The proponent agency of this regulation is the Office of the Adjutant General of Pennsylvania. Users are invited to send comments or suggested improvements to the Adjutant General, ATTN: MP-FA, Department of Military Affairs, Annville, PA 17003-5002 BY ORDER OF THE GOVERNOR: OFFICIAL: JESSICA L. WRIGHT Major General, PA The Adjutant General

Walter T. Lord COL, PAARNG Chief of Staff DISTRIBUTION: E1

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K1

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Appendix A References Section I. Required Publications AR 600-20 The Army Command Policy and Procedures AR 608-1 Army Community Services Program, APPENDIX J Annual NGB Funding Guidance Section II. Related Publications A related publication is merely a source of additional information. The user does not have to read it to understand this regulation. FORMDEPS 500-3-1 FORSCOM Mobilization Plan FORMDEPS 500-3-2 FORSCOM Deployment Guide FORMDEPS 500-3-3 FORSCOM Reserve Component Commander's Handbook NGR 600-12 National Guard Family Program NGR 601-280 Army National Guard Attrition Management Program DA PAM 360-525 Family Assistance Handbook for Mobilization DA PAM 600-19 Quality of Life Minimum Standards DA PAM 608-43 A Guide to Family Member Pre-Deployment Briefings AR 215-5 Non-appropriated Funds Accounting Policy and Reporting Procedures (para 1-19) AR 340-3 Official Mail Cost Control Program (para 2-6)

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Appendix B Reproducible Forms

Title

a. DA Form 2107, Disbursement Voucher

b. DA Form 4162, Volunteer Service Record

c. DA Form 4712, Volunteer Agreement

d. DA Form 4713, Volunteer Daily Time Record

e. DA Form 5627-R, Cash, Property and Reconciliation Record

f. DA Form 5671, Parental Permission

g. DD Form 2793, Volunteer Agreement for: Appropriated Fund Activities/Non-Appropriated Fund Instrumentalities.

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Appendix C Sample FRG Funds Responsible Transfer Letter I, (Name of outgoing Treasurer), have as of, (Date), transferred ($.$$) on (Date) the FRG accounting of the (“X” Family Readiness Group Fund) to, (Name of incoming Treasurer), who replaces me as Treasurer. (Name of new Treasurer) has the authority to draw on the funds deposited in (Name of financial institution under bank account name) under the (account #). Our signatures appear below. ___________________________________________________ (Signature of outgoing Treasurer) Address Phone # ___________________________________________________ (Signature of incoming Treasurer) Address Phone # ___________________________________________________ (Signature of Commander or FLO)

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Appendix D ITA Request Form

Request for Invitation Travel Authorization (ITA) Unit/Wing: ______________________________________________________ ____________________________________________________________ (Unit/Wing name and address) Memorandum For: PA State Family Program Office Subject: Request for Invitational Travel Authorization I. Request your office issue Invitational Travel Authorization for:

Name (First M. Last): Social Security # (of person above): Name of Unit/Wing: Purpose: Dates of training: Location of training: Your Home Address: Your home phone number: Your e-mail address: Estimated travel distance (one way): Your sponsor's (Soldier/Airman) Name Your sponsor's position title: Who (if anyone) will be traveling with you:

For additional information please contact: State Family Program Office Building 7-14, Fort Indiantown GAP

Annville, PA 17003 800-634-1790, DSN 491-9676, 717-861-2650

3. The above invitational travel order is requested by:

_______________________________________

(Signature) _______________________________________

(Military Title, Position in FRG, Volunteer)

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Appendix E FRG Volunteer Reimbursement Form

Pennsylvania National Guard Family Program Reimbursement Request Family Readiness Volunteer expenses

Privacy Act Statement: Section 301 of Title 5 USC authorizes the collection of this information. This information is used to control and track the collection and payment made to Family Readiness volunteers. 1. Volunteer’s Name:

a. Social Security Number: b. Address: c. Telephone Number:

2. Unit/Wing Name: 3. I/This group request(s) to be reimbursed the total amount of $__________ for expenses listed on the attached worksheet incurred for volunteer Family Readiness activities directly related to and for official functions of the Family Readiness Group* ___________________________________________________________________________________(Volunteer’s Signature) (Date) 4. Expenses Verified By: (Date) ___________________________________________________________________________________(Chairperson Signature)

5. Reimbursement Approved/Disapproved: ___________________________________________________________________________________(Signature of NAF Fund Custodian) (Date) ___________________________________________ (Typed or Printed Name of NAF Fund Custodian)

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Appendix F Volunteer Expense Worksheet Unit/Wing: ________________________________ Month/Year _______________________ Name: ____________________________________ Today’s Date: _____________________ Address: _____________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________

Day Expense Incurred

Child Care ($2 per hr per child)

Mileage: (# miles)

Telephone Expenses

Newsletter Printing &

Mailing

Other Expenses (See Remarks)

Remarks 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

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Appendix G FRG Appointment Letter

Sample Letter of Intent

Unit Letterhead

MEMORANDUM FOR: (Unit’s) Family Readiness Group SUBJECT: Approval of Family Readiness Group Organization

1. This is to give approval for the ____________________________________ (FRGs name) Family Readiness Group to operate and function as a part of my special staff to provide support to the service members and families of __________________________________ (unit name).

2. ____________________________________ (FLO) will serve as my representative to provide

assistance to the ____________________________________________________________ Family Readiness Group.

3. __________________________________ (Individual’s name) has been appointed as the

inaugural Family Readiness Group Chairperson for the first term of two years.

I. M. GREAT CPT, AR, PAARNG Commander CF: Individual Family Readiness Group State Family Readiness Assistant

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Appendix H Checklist for Family orientations (but is not limited to)

a. Federal and State Structure, organization and Mission of the National Guard b. Unit/Wing Mission and Structure c. Unit/Wing Training Schedule and Requirements d. National Guard Pay and Allowances e. Promotion Criteria f. Benefits and Entitlements for National Guard Families (both pre-mob and post-mob status) g. Mobilization Phases and Levels h. Required Documents Families need upon Mobilization i. Sole Parent Responsibilities j. Criteria for Retirement k. Survivor Benefit Plan l. PA National Guard Family Program m. Opportunities for Involvement in Family Readiness Group Activities

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Appendix I Telephone Cost Form

Reimbursement for: Telephone Cost for Volunteers in Support of Family Programs. Unit/Wing: ___________________________________________________________________ Name: ____________________________________ Today’s Date: _____________________ Address: _____________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________

***Copy of Telephone Bill Must be Attached fro Reimbursement.***

Person Called: __________________________Phone Number: _______________________ Subject: _____________________________________________Date: ___________________ Person Called: __________________________Phone Number: _______________________ Subject: _____________________________________________Date: ___________________ Person Called: __________________________Phone Number: _______________________ Subject: _____________________________________________Date: ___________________ Person Called: __________________________Phone Number: _______________________ Subject: _____________________________________________Date: ___________________ Volunteer Signature: ___________________________________________________________ ****************************************************************************** Statement of Non-Availability: “Postage and Reproduction Capability for this Family Program Activity is not Available Through the Unit/Wing” Authorization: ________________________________________________________________ (Unit/Wing Commander) Received: $ ________________________________________ Date: ____________________ MP-FA/NAF Form 1

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Appendix J Newsletter cost form

Reimbursement for: Newsletters, Printing and Mailing Costs for Volunteers in Support of Family Programs.

Unit/Wing: ___________________________________________________________________ Name: ____________________________________ Today’s Date: _____________________ Address: _____________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________

***A Copy of Your Newsletter, Receipts for Printing and Mailing cost Must Be Attached for Reimbursement.***

Numbers of Pages:___________________ Number of Copies Made: ____________________ Cost per Page: ______________________ Total Cost of Copies Made: _________________ Number of Copies Mailed Out: __________________________________________________ Cost of Envelopes: ___________________Cost of Postage: ___________________________ Cost of Paper: _______________________Other Expenses: __________________________ TOTAL COST: _______________________________________________________________ Volunteer Signature: ___________________________________________________________ ****************************************************************************** Statement of Non-Availability: “Postage and Reproduction Capability for this Family Program Activity is not Available Through the Unit/Wing” Authorization: ________________________________________________________________ (Unit/Wing Commander) Received: $ ________________________________________ Date: ____________________ MP-FA/NAF Form 2

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Appendix K Childcare cost claim form

Child Care Costs for Volunteers in Support of Family Programs Unit/Wing: ___________________________________________________________________ Name: ____________________________________ Today’s Date: _____________________ Address:______________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________ Date: ______________________________ For:______________________________________ (Number of Children) Time In: ____________________________Time Out: _______________________________ Total Number of Hours: ________________________________________________________ Total Cost: ___________________________________________________________________ ($2.00 per hour/per child) Childcare Provider: ____________________________________________________________ Address: _____________________________________________________________________ Phone: _______________________________________________________________________ Activity: _____________________________________________________________________ Volunteer Signature: ___________________________________________________________ ****************************************************************************** Approved By: _________________________________________________________________ (Unit/Wing Commander) Received: $ ________________________________________ Date: ____________________ MP-FA/NAF Form 3

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Appendix L Mileage cost claim form Reimbursement for: Transportation Costs For Volunteers in Support of Family Programs

***Applicable for State Family Advisory Council Members Only.***

State Area Region: ____________________________________________________________ Name: _______________________________________ Today’s Date: __________________ Address: _____________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________

***Mileage is Calculated at the Current Published Rate per Mile.*** Date: __________________________ Mileage: ____________________________________ 1. Point of Departure: __________________________________________________________ Point of Arrival: ____________________________________________________________ Purpose: __________________________________________________________________ 2. Point of Departure: __________________________________________________________ Point of Arrival: ____________________________________________________________ Purpose: __________________________________________________________________ Total Mileage: _______________________________ Total Cost: $ ____________________ Volunteer Signature: ___________________________________________________________ ****************************************************************************** Approved By: _________________________________________________________________ (Unit/Wing Commander) Received: $ ________________________________________ Date: ____________________ MP-FA/NAF Form 4

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Appendix M Incidental Cost Claim Form

Reimbursement for: Incidental Expenditures for Volunteers in Support of Family Programs

Unit/Wing: ___________________________________________________________________ Name: ____________________________________ Today’s Date: _____________________ Address:______________________________________________________________________ Phone Number: _________________________ E-mail: _______________________________

* * * Copy of Receipt Must be Attached for Reimbursement. * * * Type of Expenditure:___________________________________________________________ Purpose of Expenditure: ________________________________________________________ ______________________________________________________________________________ Total Cost: ___________________________________________________________________ Volunteer Signature: ___________________________________________________________ ****************************************************************************** Approved By: _________________________________________________________________ (Unit/Wing Commander) Received: $ ________________________________________ Date: ____________________ MP-FA/NAF Form 5

*PMR 600-12 21 December 2007


Appendix N Suggested Family Readiness Group activities a. Open Houses b. Family Days at the Armory c. Picnics, Parties, Dances d. Equipment and Vehicle Rodeos e. On-site Visits to Training Areas f. Award Ceremonies g. Fund-raising Activities h. Trips to Commissaries and Post Exchanges i. Community Action Projects j. Family Fitness and Sports Activities k. Sponsorship Programs l. Newsletters m. Telephone Trees n. www.guardfamily.org: online courses o. Guard Family Team Building courses p. www.myarmylifetoo.com: online courses q. Workshops/Classes*:

(2) Parenting Skills (3) Communication Skills (4) Financial Management and Budgeting (5) Stress Management (6) Nutrition and Physical Fitness (7) Basic Home Repairs (8) Basic Auto Mechanics (9) Separation and Reunion Effects on the Family (10) Guardfamily.org online courses (11) FRG organization (12) FRG Funding

*Instructors can be obtained from the local community, retirees, the Guard Unit/Wing, the State Family Readiness Assistants, located at the State Family Program Office, your local Family Assistant Center Specialist, chaplains, recruiters, and/or from the Family Readiness Group itself. ** Contact the state Family Program Office to schedule training or briefings.

*PMR 600-12 21 December 2007


Appendix O Sample job description format

“VOLUNTEER Position Description Title” a. Position Title

The position should describe the volunteer's responsibilities-that is, what the volunteer actually does.

b. Goal/Objective

This should be a short and concise statement reflecting the ultimate goal or results of the service to be performed.

c. Description of Duties

This is the "what" and the "how" of the job. Duties should be stated clearly and concisely. To do this, it is usually more effective if they are enumerated rather than put in paragraph form and are task-specific.

d. Time Required: Honestly state the actual time commitment required.

*PMR 600-12 21 December 2007


Appendix P Sample By-laws

<<Sample FRG By-laws>>

Charlie Company Family Readiness Group 1. GENERAL 1-1. General (For example) This organization shall be known as Pennsylvania National Guard Co. C 1- 110th – Waynesburg’s Family Readiness Group (FRG). This organization may be briefly referred to as Charlie Company FRG. 1-2. Objectives

a. To establish a supportive Family network between all Unit/Wing Family members. b. To develop programs that will benefit Unit/Wing Family members. c. To encourage participation of Family members in activities which support the Unit/Wing. d. To improve family awareness of the organization of the military Unit/Wing, its missions,

and functions. e. To encourage Family members to participate in and support Unit/Wing social, recreational

and ceremonial activities. 2. MEMBERSHIP

2-1. General The members of the organization shall consist of members of the Penn’s Woods Unit/Wing, and their spouses, children, parents, grandparents, brothers, sisters, and girlfriends. Retirees of the Unit/Wing are encouraged to become members of the Family Readiness Group. 2-2. Meetings Meetings will take place as required by the Penn’s Woods Family Readiness Group. 2-3. Officers The Unit/Wing Commander will elect FRG Officers at a meeting prior to the December drill for installation of the December drill. There will be a President/Chairperson, Vice President/Co-Chairperson, Treasurer and a Secretary/Recorder. Each executive statutory officer board member shall be elected or appointed by Commander for (‘X’ amount of time).

a. FRG President/Chairperson (1) Organize meetings and prepare agenda for meetings. (2) Preside over meetings for orderly handling of all business. (3) Coordinate and issue an information letter on a monthly basis. (4) Coordinate and administrate Telephone Tree. (5) Oversee committees for various programs and activities. (6) Be a liaison for FRG & Unit/Wing /Command.

*PMR 600-12 21 December 2007



(7) Ensure all regulations are being followed and the command is copied and included in ALL FRG matters. This is a Commander’s Program. (8) Will appoint committee chair leaders as the various activities arise per FRG vote. (9) Forward information of FRG activities and make sure necessary documents are forwarded (i.e. Volunteer agreement forms, monthly newsletters) on a quarterly basis to State Family Regional Representative (State Family Readiness Assistant if there is no Regional Representative. (10) Make sure that appreciation recognitions, thank you’s and awards for those deserving individuals or groups are regularly monitored or maintained for submission to the Unit/Wing Commander and to the State Family Readiness Liaison or State Family Readiness Office.

b. Vice President/Co-Chairperson (1) Act in President’s absence. (2) Assist President where needed

c. Duties of the Treasurer (1) Use NG FP Funding Guidance as a guide for FRG funds. (2) Act as the custodian of FRG funds. (3) Deposit monies into the designated FRG accounts. (4) Disburse funds only as authorized and in accordance with adopted FRG financial policy. (5) Submit a brief financial report for each monthly information letter. (6) Complete a full financial report annually. (7) Sign checks in conjunction with (another authorized signer(s)) (8) Send quarterly financial reports to the State Family Readiness Liaison.

d. Duties of the Secretary/Recorder (1) Maintain records of all proceedings of the FRG and will have available at every meeting the minutes of the previous meetings. (2) Act as custodian of all FRG records. (3) Provide presiding officer with a list of unfinished or postponed business from previous meeting. (4) Handle correspondence within the FRG as well as letters and correspondence dealing with programs and activities outside the FRG. (5) Act as Historian for the FRG during his/her term of office. (6) All documentation, once approved by the FRG, will become part of the group’s official history. This will be done in a quarterly report submitted to your Regional Representative, or if no Representative, then will be submitted to the State Family Readiness Assistant.

*PMR 600-12 21 December 2007



(7) Submit names of individuals and groups for certificates of appreciation, recognition and awards to the Commander, Regional Representative, but if no Representative, then submit to State Family Readiness Assistant.

2-4. Executive Board Advisors to the Executive Board include the State Family Readiness Office, Regional Representative, the Unit/Wing Point of Contact and/or the Unit/Wing Commander.

2-5. Committees The FRG will create and maintain permanent committees for activities, programs and sponsorship performed by the FRG. The President/Chairperson will appoint committee heads at FRG meeting through a majority vote. The Vice President/Co-Chairperson shall appoint committees, standing or special, as the FRG deems necessary to complete special projects. {Please review GFTB Chairperson Guide and ideas}

a. An Activities Committee will plan and implement an annual program of activities to involve all Family members. b. A Programs Committee will plan and implement informational and educational programs to benefit all Family members. Work with activities committee to plan fund raising programs to support the FRG. c. A Sponsorship Committee will develop a regular program to welcome and introduce Families of new Unit/Wing members. d. Youth Committee will plan …

As each FRG is unique, so are the committees. IT IS ESSENTIAL FOR CAMARADERIE,

TO HAVE ‘SOMETHING’ TO DO FOR EVERYONE SO THEY FEEL LIKE A PART OF THE FRG. When everyone has some sort of “job” then there is a sense of being a part of the team.

2-6. Parliamentary Authority The rules contained in the current edition of “ROBERT’S RULE OF ORDER – Newly Revised” shall govern the FRG in all cases to which they are applicable.

*PMR 600-12 21 December 2007



2-7. Amendment of By-Laws These by-laws may be amended at any regular meeting of the Charlie Company Family Readiness Group by a 2/3 vote, provided that the amendment has been submitted in writing at the previous regular meeting. Also, it must have appeared in the information letter issued prior to the meeting at which the vote will be taken.

Dated: 01 January 2007. _________________________________ Date __________ Commander’s Signature

_________________________________ Date __________

Chairperson’s Signature

_________________________________ Date __________ Co-Chairperson’s Signature

_________________________________ Date __________

Treasurer’s Signature

_________________________________ Date __________ Recorder’s Signature

*PMR 600-12 21 December 2007


Appendix Q Benefits/Resources

LEGAL ASSISTANCE

STAFF JUDGE ADVOCATE Executive Summary: The Office of the Staff Judge Advocate (OSJA) provides a wide array of legal services to the Adjutant General with regards to all matters of substantial Federal and State interests, which could impact upon the mobilization and preparedness of the National Guard for State and Federal missions and emergencies. In addition, the OSJA provides legal services to commands on military justice, administrative and legal matters, which could impact upon their military status. Finally, the OSJA provides legal support to Soldiers/Airmen in civil matters as well as matters involving military justice.

The Staff Judge Advocate ensures that legal services are provided effectively throughout the commonwealth to all Commanders and Soldiers/Airmen.

For additional information see: http://www.jagcnet.army.mil/legal Judge Advocate General Ft. Indiantown Gap Annville, PA 17003-5002 DSN: 491-8635 Phone: 717-861-8635 Fax: 717-861-2632

*PMR 600-12 21 December 2007


Appendix Q Benefits/Resources IDENTIFICATION CARDS The Department of Defense (DoD), through the Real-Time Automated Personnel Identification System (RAPIDS), issues members, eligible dependents and other eligible individuals a distinct Identification Card (ID) authorizing them to receive Uniformed Services’ benefits and privileges. All children over 10 years of age should have an ID Card. Children under the age of 10 who are from single parent Families should also have an ID Card. Ask your command or Unit/Wing Family Readiness Office for a list of ID CARD facilities in your area or check online at http://www.dmdc.osd.mil/rsl/owa/home. IT IS VERY IMPORTANT TO CALL AHEAD TO CONFIRM SPECIFIC REQUIREMENTS, DOCUMENTATION AND HOURS OF OPERATION. DEERS/RAPIDS ID Office Fort Indiantown Gap Annville, PA 17003-5002 DSN: 491-9644 Phone: 717-861-8693 Fax: 717-861-9644 RETIREMENT SERVICES

The Retirement Services Office provides assistance to eligible Pennsylvania Army National Guard members in obtaining a twenty year letter, Reserve Component Survivor Benefit Election, Retirement Application and Retirement Counseling. Assistance is also provided to retirees, spouses, dependents, widows, widowers, former spouses and veterans in solving personal affairs concerning retirement benefits. The RSO maintains and provides the Retirement Points Accounting Management (RPAM) statement annually to all members of the PAARNG. RSO also provides all archived military personnel files for prior members of the PAARNG from 1945 to present. Retirement Services Office Fort Indiantown Gap Annville, PA 17003-5002 DSN: 491-9354 Phone: 717-861-9354 Fax: 717-861-9643

*PMR 600-12 21 December 2007


Appendix Q Benefits/Resources TRANSITION ASSISTANCE

The Department of Veterans Affairs (VA) and the National Guard Bureau teamed up in 2005 to improve coordination of veterans’ benefits at the state level by hiring newly created Transition Assistant Advisors (TAA) to ensure a smooth and seamless transition for Guard members returning from active duty. The mission is to serve as the statewide point of contact and coordinator, and to provide advice to managers, supervisors, Guard members, and their Family as to benefits and entitlements available through the Department of Veterans Affairs. In addition, to provide assistance and referrals in resolving problems with healthcare, benefits, and system-wide TRICARE issues. Transition Assistance Office Fort Indiantown Gap Annville, PA 17003-5002 DSN: 491-8706 Phone: 717-861-8706 Fax: 717-861-9488

EMPLOYEER SUPPORT FOR THE GUARD AND RESERVE (ESGR) ESGR was established in 1972 to promote cooperation and understanding between Reserve component members and their civilian employers, to assist in the resolution of conflicts arising from an employee's military commitment. It is the lead DoD organization for this mission under DoD Directive 1250.1. The strategic goals of ESGR are to gain support from all identified Reserve component employers, work as an advocate for Reserve component employers within DoD, ensure viability of All-volunteer force, educate customers and stakeholders, and transform ESGR organizational structure to be relevant and effective. Employer Support for the Guard and Reserve Office Fort Indiantown Gap Annville, PA 17003-5002 DSN: 491-8782 Phone: 717-861-8782 Fax: 717-861-2389

*PMR 600-12 21 December 2007


Appendix Q Benefits/Resources TRICARE

As a member of the military community, one of the most important benefits you've earned is comprehensive health care coverage. TRICARE is the Department of Defense's health care program for members of the uniformed services, their Families and survivors. TRICARE also offers health care programs for retired service members, including TRICARE Pharmacy, TRICARE Dental (United Concordia), and TRICARE for Life.

With so many health care plans and programs, TRICARE can seem complicated. But it's really not that hard to understand once you break it down. As with other types of insurance, the more you know about your coverage, the better equipped you'll be to access your benefits. A TRICARE representative assists traditional M-day Soldiers/Airmen, Soldiers/Airmen on ADSW, Deployed Soldiers/Airmen and their Families to include education, billing and enrollment services.

For more information go to www.tricare.osd.mil/

TRICARE Office Fort Indiantown Gap Annville, PA 17003-5002 DSN: 491-8173 Phone: 717-861-8173 Fax: 717-861-9488

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