These staff duties are filled by both seniors and cadets. The responsibilities of these staff functions have been combined. The “ENC” prefix refers to the senior assigned to the section and the unit identifier (ex. CTG) identifies the cadet section. Unless specifically noted, the duties associated with the staff duty may be performed by cadets or seniors
The administrative section performs the duties of administration and personnel. Review the current encampment organization chart for specific organizational reporting information. Responsibilities include:
(1) Distribute and account for copies of handouts for encampment (cadet handbooks, class handouts, etc).
(2) Create forms as necessary to ensure accountability of personnel and assets at encampment. Publications must be approved by the TSS/CC and made available to the ENC/CD.
(3) Create the encampment graduation certificate, and generate graduation certificates for all participants. Final "proof" must be approved by the ENC/CC.
(4) During in-processing, ensure that all cadets have turned in all required paperwork and activity fees. Additionally, verify the correct spelling and grade of each cadet.
(5) Collect the sleeping assignments / bunk numbers data from the ENC/CD for senior staff, CTG/CCC for cadet staff, and CTS/CCFs for cadet information. Maintain an encampment "bed book" listing that lists each person's CAPID, name, building, and bed number. This is a locator list to be used in emergency situations to locate a member and during evacuations as the accountability tool
Communications is responsible for providing the capabilities that enable all encampment participants to communicate. Radios, telephones, e-mail distribution systems, and websites fall under communications. The communications section will ensure the following requirements are met:
(1) The encampment communications plan is prepared prior to encampment. This must include types of radios, frequencies and/or channel assignments, and an easy business card format with the listing of all frequencies and callsigns for all users is available.
(2) Ensure proper sign in and sign out of radios. Serial numbers will be checked and verified on check out and at check in. Radios will be issued to the member through Operational Resource Management System (ORMS) in e-Services or via hard copy CAPF 37E. All equipment must be signed for before custody is transferred - no exceptions.
(3) Maintain charging equipment and spare batteries (rechargeable batteries and charging banks should be utilized when available and necessary). Radios may be issued with or without chargers, however, plans must be made to ensure all radios are charged fully daily.
(4) Serve as the Information Technology (IT) focal point. Assist with networking, software, and other computer needs.
(5) Determine Basic Communications User Training (BCUT) completion status and prepare a list for the CTG/CD and ENC/CD. All staff not having completed BCUT prior to encampment will complete the training during the staff training period prior to cadet arrival.
(6) Actively secure radio equipment for encampment use from all available sources within the wing to support the encampment communications plan. Coordination requests shall be made in turn through the encampment chain of command. Direct coordination to the FLWG/DC is not authorized.
(7) ENC/DC is accountable for all communications equipment used for the encampment. Accurate logs must be maintained to ensure radio assignment and accountability is maintained. The senior communications officer (ENC/DC) may delegate responsibilities to cadets, however, ultimate accountability for proper issue and tracking of communications assets is the ENC/DC’s responsibility.
Curriculum Development falls under the Plans and Programs (ENC/XP ~ CTG/XP) section of encampment when staffed. Office responsibilities include:
(1) Prepare comprehensive lesson plans for each CAP centric class or activity held at encampment. Ensure all lesson plans and course products are maintained in a way that subsequent encampments will be able to utilize the courseware.
(2) Establish an abbreviated lesson plan that can be provided to an outside agency activity provider that outlines basic goals of encampment and specifically what objectives their presentation should try to encompass (i.e. C-130 Static Display – ask the crew to provide a presentation that discusses the capability that their particular model of C-130 brings to the Air Force mission and how that relates to the big picture Air Force responsibility).
(3) Monitor classes and activities to verify that the instructor is satisfying all defined objectives of the class and that the approved lesson plan is being followed.
(4) Complete an class/instructor critique form for each class. These forms are to be used to improve the format and presentation of the class, not to provide direct feedback to the instructor. These forms shall be kept confidential and access permitted only to the XPC staff.
(5) Assist the ENC/CW and the CTG/CC in preparing the encampment training syllabus to ensure all defined encampment objectives and CAPR 52-16 goals are covered throughout the encampment training period.
(6) Verify that all CAPR 52-16 block instruction period requirements are met.
The encampment food service staff responsibilities will vary based on the encampment location and method of providing meals (i.e. in house, contracted caterer, military dining facility, etc). General responsibilities may include:
(1) Maintain an accurate accounting of meals needed for each meal period of the days at encampment. This includes planning for staff training days or other days where the full encampment is not present.
(2) Ensure members with specific dietary needs are accommodated (i.e. vegetarian, allergies, religious, etc). Monitor the dietary needs listing and note any requests that will require additional preparation or planning to accommodate.
(3) Present a KP duty briefing to all encampment personnel stressing working requirements while in the food preparation area. This briefing will be given to all cadets who will serve on KP duty. Additionally, provide a walk through briefing to each new KP detail in the dining facility before they begin performing their duties.
(4) Maintain the supply of food for encampment and ensure proper storage.
(5) Prepare, or assist in preparation, and serve encampment meals.
(6) If a food vendor external to CAP is used, validate the vendor's cadet protection policy training (CPPT) status. If no vendor personnel are cadet protection qualified, a dedicated CAP CPPT approved senior member must be present at all times cadets are working with the food vendor.
The health services staff is responsible for providing basic first aid care. Any care necessary above the scope of basic first aid will not be provided by encampment. Members will be taken to clinics, hospitals, and/or in emergencies 911 shall be used for any issue above the basic first aid scope of care. Only physician categories will have the title “medical officer” and only nurse categories will have the title “nurse officer” per CAPR 160-1. General health services section responsibilities include:
(1) Duty Assignment Prerequisite: All personnel assigned to ENC/HS shall have basic first aid and CPR certifications current prior to encampment. Senior health services staff should hold professional medical certification when possible.
(2) Provide basic first aid care to injured encampment participants. All care given must be documented on the FLWG Form 504, Cadet Activity Medical Information Form, and the health services log. Note: Care may be provided only at the basic first aid level regardless of the member’s civilian medical qualification. Anything beyond basic first aid care requires either ambulance or transport to a medical care provider.
(3) Maintain a health services log. Log will include names, CAPID’s, date and time, care given, and provider. This log should be a summary document that contains all data for all members seen by the health services section.
(4) All medications given will be logged in accordance with Chapter 13 of this instruction.
(5) Review all participant applications to screen for medical issues. Maintain a listing for each person with allergies, taking medication, and recent or recovering injuries.
(6) Maintain a supply of basic non prescription medications (over the counter) products and first aid supplies.
(7) Record all medications observed being taken by cadets on the respective cadet's FLWG Form 504.
(8) Brief and assist TAC officers and cadet staff with the care and prevention of blisters.
(9) Arrange for a basic first aid and CPR class during pre-encampment training or during the staff training portion prior to the cadet arrival time. If qualified as a basic first aid and CPR instructor, the ENC/HS may instruct this training. Training must be provided through an official first aid / CPR training provider (ex. Red Cross, AHA, etc).
(10) Monitor encampment compliance with CAPR 160-2, Handling of Cadet Medication, Chapter 13 of this instruction, and all other applicable CAP publications and directives.
(11) Cadet health services assistants will assist the senior health services officers at the encampment aid station. Cadets will be supervised by a senior health services officer at all times. Cadets 18 years of age or older holding emergency medical technician certification and current Florida state registry of EMT's may be given increased responsibility in accordance with the provisions of this instruction and CAPR 160-1 and CAPR 160-2 by the senior health services officer.
Logistics is responsible for the following:
(1) Maintain a central storage/supply where encampment resources may be stockpiled. This area must maintain inventory control and accountability over all encampment property and materials.
(2) Ensure sign out and sign in of all non expendable property is accomplished. Expendable property should be recorded to track usage.
(3) Maintain the listing of vehicles and transportation assets available (vans, busses, etc). Coordinate drivers and unit vehicle assignment prior to major encampment transportation moves (assign certain flights, squadrons, etc to specific vehicles based on known unit numbers).
(4) Inspect all vehicles assigned to encampment for use daily prior to the start of each duty day. Note: cadets may not operate any vehicle at any time during encampment. Cadets may assist in performing vehicle inspections under the supervision of a senior member.
(5) Setup and maintain a designated lost and found. Record all property turned in on a log. All cadets will outprocess lost in found where their name will be checked against the property log.
(6) Assign building custodians in accordance with paragraph 6-7.
The encampment operations section reports to the deputy commander (ENC/CD ~ CTG/CD). Responsibilities include:
(1) Serve as OPR for the encampment schedule. Ensure all schedule changes are disseminated and copies of the revised schedule are made readily available to all staff. Note: Operations does not create the schedule but rather maintain the published schedule and incorporate changes as directed and approved by the commander.
(2) When schedule changes are directed, coordinate with XPC to verify that the change will not prevent the encampment from obtaining the required number of hours of instruction in encampment core curriculum.
(3) Coordinate with all instructors or activity coordinators at a minimum of three weeks prior to encampment, reconfirm at one week, and again confirm at 24 hours prior to their class/activity that everything is ready. Additionally, verify that the venue to be used (classroom, outdoor auditorium, etc) is scheduled and ready for their use.
The encampment public affairs mission is a statewide mission spanning every unit in Florida Wing. It is important that every cadet be recognized in their home town for their accomplishments at the encampment. Responsibilities include:
(1) Generate a press release for each cadet’s hometown newspaper. The preferred method for article submission is electronic. The ENC/PA should try to send, on the behalf of the cadet(s) within a specific paper’s area of coverage, an article with a file encampment photo (multiple cadets in the same geographic area should be listed in the same article to ensure all are recognized). Mail merge releases will allow personal information to be added more easily than creating manually multiple releases.
(2) Produce a daily encampment newsletter publication. The daily publication shall be approved by the ENC/CD prior to publication. The newsletter should be posted to the Florida Wing Cadet Programs website (www.flcadet.com) and copies made available to cadets attending encampment (common areas, dining facility, etc).
(3) Take photos of all activities cadets are participating in. Provide the visual documentation of encampment. Post approved photos and videos to the cadet programs website.
(4) Prepare a video or slideshow for the encampment dining in. This presentation should be made available online to cadets after encampment. Video time shall not exceed seven minutes. Public video release shall not be made until approved by the ENC/CC and ENC/CD. If the video is shown during the banquet or other encampment function, approval must be received prior to its showing.
(5) Escort visitors from the media and provide information about CAP. Visitors should be coordinated with the ENC/CD and CTG/CCE.
Safety officers report directly to the commanders (ENC/CC and CTG/CC). Responsibilities include:
(1) Provide a pre-encampment safety survey to the ENC/CC with recommendations to mitigate any findings regarding the facilities to be used and any other sites or activities in the encampment plan.
(2) Conduct the vehicle operators’ safety briefing to all senior members with CAP drivers license. Briefing details are specified in paragraph 1-8a.
(3) Post hydration level indicator posters and other informative displays in public areas that will be viewed by everyone at encampment.
(4) Create fire and emergency evacuation plans. Plans will include location to assemble and how accountability will be taken. Facility provided plans when available should be used unless there is a CAP specific requirement not satisfied with the existing plan.
(5) Maintain the safety officer continuity binder and include all ORM survey reports and mishap reports for future encampment review.
(6) Conduct an ORM evaluation on all facilities and activities to be used/conducted at encampment. Ensure mitigation plans are implemented and reviewed periodically for effectiveness. Ensure the FLWG Form 505, Activity Risk Assessment Tool is used
The senior cadet on the standardization and evaluation staff will serve as OIC for the staff and reports to the CTG/CD. The stan/eval staff is responsible for developing site specific guidance in accordance with Chapter 7 of this instruction and in coordination with the CTG/CD. Staff responsibilities include:
(1) Set encampment wide uniform wear standardization policy.
(2) Publish living area display standards.
(3) Conduct standard inspections and no notice inspection to assess the training progress of encampment. Cadets and cadet staff shall be evaluated. Feedback should identify specifically what areas were satisfactory and what areas deficiencies were found.
(4) Verify all CTG units are in compliance with all regulations, policies, and other instructions as published by the ENC/CC and CTG/CC.