These duty descriptions are transcribed from FLWG OI 11-2, Encampment Management & Operations. Submit feedback, suggestions, comments, etc, through your encampment chain of command - without your feedback it will never be improved!
NOTE: These are SENIOR SPECIFIC positions - only seniors serve in these duty positions. For joint service positions (cadet and senior serving; i.e. administration or logistics) click here.
The encampment commander is responsible for the overall administration, operation, and training program of the encampment. Furthermore, actions of all CAP personnel attending the encampment and their compliance with CAP directives and instructions issued by the installation commander are the encampment commander’s responsibility. Responsibilities include:
(1) Become thoroughly familiar with the Florida Wing Operating Instruction for Encampment Management & Operations.
(2) Serve as the deciding authority for awarding of encampment completion credit to all encampment participants, including withdrawn members, in accordance with this instruction (para 1-5) and CAPR 52-16.
(3) Ensure a fair and functional application process is applied for all members and serve as final approval authority for staff selection.
(4) Determine facilities usage plan by assigning buildings for specific functions (i.e. sleeping, logistics, health services, etc) at the location to be used. Additionally, ensure plans are in place prior to facility use that will ensure the facilities are regularly inspected, maintained, cleaned, and upon completion of the activity, turned in to the providing agency without discrepancy. The motto “leave it better than we found it” should be adopted fully.
(5) Set specific training objectives, determine site specific activities that will contribute to encampment training requirements, and ensure the training plan for the encampment will satisfy CAPR 52-16 encampment requirements.
(6) Review all proposed training activities and ensures the recommendations of the safety officer are considered and/or implemented as necessary. The ENC/CC must ensure safety of all participating personnel will be maintained before any activity is conducted.
(7) Establish effective channels of communication at least 90 days in advance of the encampment and ensure that all staff personnel are briefed on available resources, understand communication channels, and are familiar with the encampment chain of command. Resources include e-mail lists, websites, phone, instant messaging, and other social media.
(8) Complete the “Encampment Commander’s Checklist.”
(9) The ENC/CC will submit an after action report to the FLWG/DCP within 45 days after the end of encampment.
(10) Ensure a plan to compile all encampment documents, files, and other publications is affected and submit the collected materials to the FLWG/DCP for archival.
(11) Publish a tentative schedule for the entire encampment period no later than 60 days from the start of the activity. Additional revisions should be sent as events are confirmed and as changes become necessary. Early planning is essential to securing military support for activities during encampment.
The encampment deputy commander is the second in command of the encampment and serves as an advisor and assistant to the ENC/CC as well as manager of the commander’s support staff. The deputy commander may be delegated any duties of the commander and may aid in planning, staff selection, and overall encampment administration. The ENC/CD reports to the ENC/CC. Additional duties include:
(1) Provide oversight to all encampment committees on behalf of the ENC/CC.
(2) Coordinate dining in arrangements (seating arrangements, materials, costs, etc), review script, and ensure guest speaker arrangements are made.
(3) Manage the encampment commander’s support staff. Ensure all support staff understand their duties and serve as a “job control” maintaining the status of all assigned projects and taskings.
(4) Review and approve the public affairs daily newsletter. Review should include accuracy of information and include only releasable information presented in good taste reflecting a positive image of encampment and CAP.
(5) Collect the sleeping assignment / bunk number information for all senior staff. Forward this information to administration for record keeping. Upon notification by any senior staff person of a new bed assignment, ensure this information is passed to administration. Note: ENC/DA is responsible for maintaining the bed locator list, however, initial assignment and changes are approved by and recorded by ENC/CD.
The Commandant of Cadets implements, controls, and evaluates training activities for the cadets. The commandant reports to the ENC/CC. The commandant assists with the implementation of the encampment curriculum prescribed in this instruction and CAPR 52-16. The ENC/CW reports to the ENC/CC. Responsibilities include:
(1) Provide guidance and oversight to TAC officers (may be delegated to a Chief TAC Officer).
(2) Mentor the cadet staff and serve as a sounding board for cadets. The commandant will maintain an open door policy for all cadet staff and will be available as needed to ask questions and provide feedback.
(3) Coordinate with the encampment staff for the preparation of the Encampment Training Guide and submit to ENC/CC for final approval.
(4) Review the encampment training plan and ensure it satisfies encampment objectives and regulatory requirements. Provide input on training and activity opportunities to the ENC/CC.
(5) Help lead guided discussions with the cadet staff to help the staff discover potential problems, and solutions, to encampment challenges. The cadet staff must be allowed to recognize problems, create, and implement a solution. However, the Commandant should ask questions that will prompt the discussion of the problem or aid in its identification.
The encampment chaplain’s primary duty during encampment is to monitor encampment morale and advise the encampment commander on the emotional welfare of participants. Responsibilities include:
(1) Be available for counseling for any individual at encampment who requests it or is directed to the chaplain by encampment staff.
(2) Provide an opportunity for formal prayer and worship during encampment where feasible for members seeking religious service.
(3) Conduct “Reflections” time for encampment personnel prior to lights out. Note: Reflections is not a religious service but an opportunity for members to unwind and discuss in a relaxed environment the stressors of encampment.
The Chief TAC should be filled by an experienced TAC officer with extensive encampment and cadet programs experience. The chief TAC must be able to mentor TAC officers in their duties and help define how to perform effectively. Responsibilities include:
(1) Provide initial TAC officer briefing to all TAC officers to define encampment standards and expectations. Address with all TACs “how involved” to be as a TAC and provide some insight to help new seniors gauge their involvement with their flight.
(2) Conduct briefings as needed to ensure TAC officers are informed of encampment schedule changes and other modifications to the training plan. In the absence of the ENC/CW the chief TAC should perform those duties until the ENC/CW becomes available.
(3) Advise the ENC/CW of TAC performance and any issues observed by the TAC officers throughout the encampment. Information should be evaluated and provided to the commandant through recommendations to policy or procedure change.
The flight letter will be used in place of “x” for functional symbol (i.e. ENC/CWTE is the TAC for Echo Flight). The TAC (Teach, Advise, Council) Officer is a critical duty position and the most directly involved senior member position with cadet training at encampment. Responsibilities include:
(1) Serve as the adult mentor for the cadet staff assigned to the flight.
(2) Provide guidance to the cadet staff as requested or determined necessary. Remember, praise in public, correct in private; do not undermine the authority of cadet staff by correcting the cadet staff in front of cadets unless a safety or cadet protection issue exists.
(3) Monitor the welfare of the cadets in the flight, including the cadet staff. Conduct blister checks every night on all cadets. Ensure the cadet flight staff is getting adequate rest at night and that all cadets have the necessary items to maintain a healthy encampment experience.
(4) Obtain a CAP drivers license prior to the start of encampment.
(5) Review the TAC Officer Handbook prior to encampment.
The encampment finance officer will account for all participant fees, all encampment expenditures, and ensure all monies are properly accounted for before, during, and after the encampment. This position may be combined with the administration section; however, ENC/FM will remain a senior only function. Responsibilities include:
(1) Obtain ENC/CD and ENC/CC approval for all encampment paid expenses. Note: Any purchases made without ENC/CC approval and not on the approved encampment credit card and/or not preapproved on the encampment budget will not be reimbursed.
(2) Account for all activity fees paid, ensure all participants have paid the correct activity fee, and actively collect any monies due to encampment.
(3) Provide a list to the ENC/CD from day two of encampment until graduation with members who have not paid. After graduation, submit a list of members owing money to encampment to the ENC/DA, ENC/CD, ENC/CC, and FLWG/DCP. Note: members who have not paid their encampment fee or who have other outstanding debt or property issue will not be given encampment graduation credit nor issued a graduation certificate.
(4) Update the encampment master budget worksheet. Verify expenditures and income for the encampment are as projected in pre-encampment planning. Provide information to the ENC/CD detailing any discrepancies or unexpected variances in the budget.