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Family Readiness Standard Operating Procedures (SOP)

Family Readiness Standard Operating Procedures (SOP)

Sample Family Readiness Standard Operating Procedures

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1. REFERENCES.

a. AR 600-20, Army Command Policy, The Total Army Family, 15 Jul 99.

b. DA Pam 608-47, A Guide to Establishing Family Support Groups, 16 Aug 93.

c. TCFE Pamphlet 608-2, Personal Affairs: Family Planning Guide for Deployment, 7 Dec 92.

d. USARC Reg 608-1, Family Readiness Handbook, 1 Aug 00.

e. 95th Division (IT) Family Readiness Standard Operating Procedures (SOP)

2. PURPOSE. The 2-95 MP Family Readiness Office provides guidance about policy, responsibility, authority, and procedures for implementing and sustaining a Family and Soldier Readiness System (FSRS). To establish program requirements to ensure the personal preparedness of soldiers and their families, which contribute to the operational readiness of 95th Division (IT) forces.

3. APPLICABILITY. The provisions of this SOP are applicable to the 2-95 MP and the Family Readiness Office (FRO) and will be available to all individuals involved with Family Readiness Groups (FRGs).

4. GENERAL.

a. Soldiers in the 2-95 MP must prepare to respond to threats to the national security anywhere in the world. To do so, they must maintain a high degree of readiness. This requires frequent training, sometimes away from the Reserve Center.

b. Family separations are a part of Army life. These times of separation can be made easier and trouble free with good planning and preparation. To plan and prepare for these separations, family members must be knowledgeable about their personal affairs.

c. Family readiness is a commander’s program that enhances unit/soldier readiness. An effective, Family Readiness Program will assist the chain of command in identifying family concerns before deployments occur. The goal is to help soldiers and their families to deal with issues before they affect unit readiness. This enhances unit effectiveness and decreases soldiers being redeployed early to take care of family issues.

d. For the purpose of this SOP, the FRG is a Battalion level affiliated organization of officers and enlisted soldiers (regardless of marital status), their family members and volunteers who provide social and emotional support, information and outreach services to military families before, during, and after family separation because of deployment or extended training exercises. The main objectives of the FRG are (but not limited to):

(1) Develop and provide copies of the telephone trees to all FRG members.

(2) Provide outreach to family members and sponsor new families.

(3) Provide information and referral to military organizations, veterans associations, and social service agencies that provide services to military members and their families.

(4) Recruit family member volunteers. (Unit personnel may participate in, but not hold positions in the FRG, as their role is to enhance the group during peacetime and ensure the structure exists to be active at mobilization.)

(5) Ensure FRG volunteers attend training such as the Family Program Academy.

(6) Ensure volunteers complete appropriate forms and request reimbursement of official expenses.

(7) Periodically publish a newsletter mailed to “the family of” the soldier (e.g. Family of SSG John Doe), until the soldier’s designated family member completes the Family Information Data Worksheet, USARC Form 107-R.

(8) Assist family members in understanding the unit’s mission.

(9) Provide social and emotional support during deployments and while solders are at school or on temporary duty at other locations to ease the strain associated with military separation for both the family and the soldier.

(10) Sponsor deployment and reunion briefings.

(11) Organize meetings and invite subject matter experts from the community to answer questions about available services.

5. OBJECTIVE. To implement the provisions of the FSRS by providing guidance for family assistance during deployment, sustainment, redeployment, reunion, emergencies, and mobilization to enhance the military mission and benefit family members.

6. RESPONSIBILITIES.

a. The Commander, 2-95 MP will have overall responsibility for the program.

b. The Family Program Coordinator (FPC) will:

(1) Oversee the FRG Program in the 2-95 MP area of responsibility.

(2) Act as a central point of contact for pre-deployment/deployment, mobilization and reunion briefings.

(3) Coordinate and/or conduct training for Commander, CSM, Family Readiness Liaison (FRL), FRG Leaders, FRG Volunteers and any other interested personnel. Training will focus on responsibilities and relationships between each member of the FRG and how they can work as a whole to benefit the soldiers, family members and the unit as a whole.

(4) Update and maintain the FR Volunteers Roster, a listing of current FRLs and FRG Leaders will be maintained and information pertaining to FRGs will be disseminated as necessary.

(5) Provide briefings to unit FRGs upon request by members of the unit FRG. The FRLs will attend these unit meetings and provide support/training to the FRG members.

(6) Serve as a liaison between the unit and installation/community agencies.

c. S-1 will maintain communications with the FPC with respect to SRP dates and times and to address personnel issues.

d. S-2 will provide necessary support to the FPC, particularly with respect to the dissemination of information to family members.

e. S-3 will maintain communication with the FPC with respect to current information.

f. Battalion Commander will:

(1) Appoint on orders a Family Readiness Liaison.

(2) Determine which positions of the FSRS will be non-deployable based on each individual mission requirement. Mission analysis will determine who will remain behind.

(3) Provide information on a quarterly basis to the FPC for input into the social and operational calendars.

(4) Supervise and establish guidelines for the units’ Family Readiness Liaisons to meet at least quarterly with the unit FRLs and the FRG Leaders/volunteers in order to build rapport necessary to sustain family readiness during deployments.

(5) Develop a Family Readiness Program.

(6) Provide soldiers and family members an opportunity to build an ongoing FRG. To build a foundation for a company level FRG, family members must be asked to participate.

(7) Appoint on orders a RDC, FRL, and FRG Leader.

(8) Meet with FRG leadership regularly and ensure RDC, FRL, and FRG Leaders have a strong working relationship.

(9) Ensure members of the FSRS are trained and in compliance with this SOP and the Family Readiness Checklist.

(10) Provide information, assistance, and referrals to soldiers and family members.

(11) Ensure soldiers have enough time as the mission allows to prepare their families for a separation.

(12) Plan, publicize, and put FRG Meetings on the Brigade/Battalion S-1, Chaplain, and unit Training Schedules (calendars) at least two months in advance to provide time for family members to plan support, childcare, etc. FRG Meetings will be held at least quarterly. Each meeting will have an agenda and a sign in roster to account for participation and meeting purpose and outcome.

(13) Coordinate pre-deployment briefings to provide soldiers and family members with information (subject to mission restrictions) on deployment. This briefing should be conducted at least two weeks prior to the deployment when mission permits. Include the date, time, and location of the next FRG meeting in the agenda.

(14) Publicize and include family members in deployment and FRG briefings and meetings. Commanders will establish procedures to determine family readiness, including a verification method for Family Care Plans (FCPs) according to AR 600-20.

h. Units’ Family Readiness Liaisons will:

(1) Manage the units’ family readiness by meeting with the unit FRLs and FRG volunteers.

(2) Coordinate and attend units’ Family Readiness Liaison meetings.

(3) Ensure units are trained and in compliance with this SOP and the Family Readiness Checklist (see Appendix C).

(4) Maintain copies of each Unit Chain of Concern and telephone tree and notify commanders when information needs to be updated.

(5) Ensure chain of command is informed regarding family member issues when necessary.

(6) Maintain communication at least every two weeks with unit FRL during deployment, and as needed during the sustainment period when soldiers are in garrison. The purpose of these contacts is to provide support, ensure continuity of activities, and to establish frequent opportunities for the exchange of family member information and concerns.

i. Unit FRL will:

(1) Serve as a link between the command and families, soldiers, and community service providers (for example, ACS USCs, social work services, and chaplains).

(2) Plan and conduct unit readiness orientations to include pre-deployment/deployment, mobilization and reunion briefings and use the FPC as a resource. Include the date, time, and location of the next FRG meeting in the agenda.

(3) Contact the spouses, significant others and/or Next of Kin (NOK) of deployed soldiers (regardless of marital status) at least on a monthly basis and keep a record book of the calls made. Ask parents of single soldier if you may contact them once a month. If that is not what they prefer, ask how often they wish to be contacted. Log responses and keep on file for at least for one year. The purpose of these calls is to provide family members a link to the company while the soldier is deployed, check on the welfare of the family members, provide accurate information regarding the deployment and to update family information. Contacting family members may be done through unit FRG volunteers. Ensure the volunteers also keep a record log of calls.

(4) Ensure families and soldiers are referred to financial counseling, the family advocacy program, and other essential services as needed.

(5) Provide logistical and administrative support for unit newsletter production.

(6) Keep up to date the units Chain of Concern and Telephone Tree Roster, check and update monthly. Disseminate the Chain of Concern and Telephone Tree Roster to the FRG volunteers and family members via mailing newsletters, at meetings, and by electronic means (email or web sites).

(7) Recruit FRG volunteers and encourage them to attend FRG training.

(8) Collect personnel data from in-processing soldiers and family member questionnaires (see Appendix 2) to keep the Chain of Concern and Telephone Tree Rosters current.

(9) Keep a record of address, location, and phone numbers of families who leave the command during deployments.

(10) Provide rosters and copies of appointment orders of the company’s RDC, FRL, and FRG Leader to the FPC.

(11) Provide copies of the Chain of Concern to the Battalion Family Readiness Liaison and the FPC.

(12) Ensure the FRL is trained and in compliance with this SOP and the Family Readiness Checklist (see Appendix C).

k. Rear Detachment Commanders will:

(1) Be trained and ready to take command before a unit deploys. In a small unit, the FRL could also serve as the RDC if the population size does not warrant separate positions.

(2) Command the rear detachment.

(3) Perform liaison duties between the home station, the FRL, and the deployed forces.

(4) Establish guidelines for contacting each soldier’s family and/or NOK upon soldier’s arrival at a deployment destination.

(5) Contact the spouses, significant others and/or Next of Kin (NOK) of deployed soldiers (regardless of marital status) at least on a monthly basis and keep a record book of the calls made. Ask parents of single soldier if you may contact them once a month. If that is not what they prefer, ask how often they wish to be contacted. Log responses and keep on file for at least for one year. The purpose of these calls is to provide family members a link to the company while the soldier is deployed, check on the welfare of the family members, provide accurate information regarding the deployment and to update family information. Contacting family members may be done through unit FRG volunteers. Ensure the volunteers also keep a record log of calls.

(6) Be responsible for logistical support for deployed forces (for example, storage of household goods and automobiles).

(7) Be responsible for supporting families remaining in the command.

(8) Maintain a roster of augmentees to the unit during a deployment.

(9) Assist with Family Assistance Center (FAC) and FRL operations as needed.

(10) Inform the FRL and Chaplain on deployment-related issues.

l. FRG Leaders/Volunteers job descriptions (see USARC Reg 608-1).

7. BRIEFINGS.

a. The Battalion Commanders have overall responsibility for coordinating pre-deployment briefings and usually task the FRL to develop a briefing team. Upon tasking the FPC will coordinate with the unit to develop for pre-deployment/deployment, mobilization and reunion briefings for family members. Operation READY materials to include three different pre-deployment and reunion training manuals and videos can be used.

b. The major steps in planning and organizing a briefing are:

(1) Conducting a planning session.

(2) Choosing a date, time, and location.

(3) Determining content and making an agenda.

(4) Selecting speakers.

(5) Publicizing meetings/briefings.

(6) Determining handouts.

(7) Determining supplies.

(8) Determining and announcing the date, time, and location of the next FRG meeting prior to ending the present meeting.

c. The FPC shall assist the FRL, FRG Leader, and Volunteers in coordinating a briefing team that can be comprised of representatives from the following community agencies:

(1) Finance.

(2) Chaplain.

(3) Staff Judge Advocate (SJA).

(4) American Red Cross (ARC).

(5) Additional agencies as requested by the unit.

8. POC is MAJ Tom Lewis, Family Support Group Liaison, (985) 839-0324, [email protected]

DAVID W. ROSE.

LTC, AR, USAR

Commanding

10 Encls

1. Appendix A: Family Readiness Information Form

2. Appendix B: Family Readiness Group Telephone Tree

3. Appendix C: Family Deployment Checklist

4. Appendix D: Emergency Notification Form

5. Appendix E: Red Cross Notification

6. Appendix F: Home Security/Crime Prevention

7. Appendix G: Record of Personal Affairs

8. Appendix H: Family Budget Worksheet

9. Appendix I: Notification of Departure From The Area

10. Appendix J: Pre-Deployment Checklist

Appendix A: Family Readiness Information Form

Welcome to the 2-95 MP _____________________________________________.

Would anyone’s life be affected if you were mobilized?
Does your family really understand what you do during a weekend drill or AT?
Are your Reserve Benefits and Entitlements a mystery to your family?
Would your spouse or family be more understanding about the time you spend with the military if they could belong to a group in which the people had something in common? Would you be a better soldier as a result?

If so, our Family Readiness Group (FRG) is the answer!

We ask that your spouse (if married), or your designated family member(s,) or significant other, or close friend, or employer (if you and your employer both want him/her involved) fill out the Family Information Data Worksheet (USARC Form 107-R) and a Family Readiness Group survey so we can provide a valuable service to you and your family. Membership in the FRG is voluntary. As a soldier or civilian employee, you can also be a member of the FRG and would also need to complete the Worksheet and Survey.

Benefits for the families, friends, or loved ones who belong to a FRG:

Inclusion on the FRG Telephone Tree to contact in case of an emergency, to announce special FRG events, or during mobilization. You can be assured that the names on the Tree are subject tot the Privacy Act.
Newsletters from the unit’s FRG.
Invitations to FRG events and the chance to get to know the families in your unit.
Knowing that your family and friends have friends in the military family they can call.

We want your family and friends to be able to handle routine and emergency matters and empower them to be self-reliant on the home front when you are called away from home. The knowledge that your family is a part of a FRG can provide you the peace of mind you need in order to fulfill your duties effectively.

The following form is an information form, which will enable us to fulfill our obligation of Family Readiness to you!

For our records, we ask that you sign and date this form, indicating that you have read this document.

_______________________________________ ___________________________________

(Signature) (Please print your name and rank here.)

_______________________________________

(Date)

Family Readiness Information Form

Soldier’s Name and Rank: ____________________________________________

Section or Platoon: _________________________________________________

Single:_____ Married: _____ Spouse’s Name: ___________________________

Mailing Address: __________________________________________________

Residential Address: __________________________

Home Phone: _________________ Spouse’s Work Phone: ________________

Name of Local Friend or Neighbor: ___________________ Phone: __________

Other than spouse, who would you notify in case of emergency?

Name: ___________________________________________________________

Address: Street & PO Box: ___________________________________________

City: ___________________State: _____ Zip: _________ Country: ________

Phone: _______________ Relationship to you: ___________________________

SPECIAL FAMILY SITUATIONS: Mark (X) in appropriate spaces

______ Spouse has no driver’s license. ______ Medical Problems

_____ No car ______ Exceptional Family Member

______ Spouse doesn’t speak English. Speaks: ________________________

______ Wife is pregnant, Due Date: ___________________________________

______ Other, Please explain: ________________________________________

CHILDREN:

Name:_______________ Age: _____ Name:__________________ Age:______

PRIVACY ACT STATEMENT: Authority U-S.C. 522a. and para 3-5, AR 340-2 1; para 2-8a. AR 210-7. Principal purpose is to gather data on family members of assigned soldier. Primary use of this information is to facilitate volunteers in providing command information to family members concerning unit events and in emergencies. I understand that my phone number will be published on the company spouses’ roster that is available to company wives and the battalion chain of concern.

Appendix B: Family Readiness Group Telephone Tree

Cover Page for phone tree.

The number of families to be called by a volunteer should not exceed 10, if at all possible.

Unit Name: __________________________________________________________________

Unit Address: ________________________________________________________________

Unit Phone Number:___________________________________________________________

Family Readiness Group Telephone Tree As of: ___________________________ (date)

Group Leader’s Name: ________________________________________

Telephone Number: __________________________________________

Telephone Tree Chair Person (Name) (Ph. Number)

Volunteer Caller #1, (Name) (Town) (Number)
Volunteer Caller #2, (Name) (Town) (Number)
Volunteer Caller #3, (Name) (Town) (Number)

Volunteer Caller #1 (Name) (Ph. Number)

Family, #1, (Name) (Town) (Number)
Family, #2, (Name) (Town) (Number)
Family, #3, (Name) (Town) (Number)

Volunteer Caller #2 (Name) (Ph. Number)

Family, #1, (Name) (Town) (Number)
Family, #2, (Name) (Town) (Number)
Family, #3, (Name) (Town) (Number)

Volunteer Caller #3 (Name) (Ph. Number)

Family, #1, (Name) (Town) (Number)
Family, #2, (Name) (Town) (Number)
Family, #3, (Name) (Town) (Number)

[NOTE: Disclosure of personal information contained in this roster to agencies or individuals outside the Department of Defense is prohibited by the Privacy Act of 1974 (5 USC 522a). Personal information requires protection with a Department of Army Label 87, For Official Use Only, cover sheet whenever left in the open.]Family Readiness Group Telephone Tree As of: ___________________________ (date)

Group Leader’s Name: ________________________________________

Telephone Number: __________________________________________

Telephone Tree Chairperson: ___________________________________

Telephone Number: __________________________________________

My Telephone Notification Group:

NAME TELEPHONE NUMBER

1._________________________ ______________________

2.__________________________ ______________________

3.___________________________ ______________________

4.___________________________ ______________________

5.___________________________ ______________________

6.___________________________ ______________________

7.___________________________ ______________________

8.___________________________ ______________________

9.___________________________ ______________________

10.__________________________ ______________________

NOTES:

Appendix C: Family Deployment Checklist

Family Readiness Deployment Checklist

Although extended deployments are never easy on the family, the hardships need not be increased by failure to plan ahead. A carefully prepared and executed pre-deployment checklist can save you and your family from giant headaches in the future. It is very important for you, as a military family, to have certain documents in your possession. Military spouses are often required to take over the family during the sponsor’s absence; therefore, it is important that both of you sit down together to gather information and documents named in this checklist. You are encouraged to keep originals or copies of all listed documents in a special container (safety deposit box) in a location you can find immediately and is known to both you and the sponsor.

______ Marriage Certificate.

______ Birth Certificates of all family members:

_____ Wife

_____ Husband

_____ Children ______ ______ ______ ______ ______

______ Divorce Papers

______ Death Certificates

______ Medical (Shot) and Dental Records of all family members (including pets)

______ Citizenship/Naturalization papers

______ Adoption Papers

______ Passports, Visas (remove only when needed for international travel)

______ Insurance policies (Note: Company, Policy # and Amount of Payment)

______ Real Estate Documents (leases, mortgages, deeds, or promissory notes)

______ Copies of installment contracts and loan papers

______ Current list of immediate next of kin, personal lawyer, trusted friend (include phone # and address)

______ Power of attorney

GENERAL: Allows holder to act in all matters on sponsor’s behalf

SPECIAL: Allows holder to act on sponsor’s behalf in special transactions.

MEDICAL: Authorizes holder to obtain medical care for family members under 18 years of age.

______ Wills for both spouses

______ Orders

______ Copy of Emergency Data Card

______ List of all credit cards and account numbers

______ AAFES Deferred Payment Plan (DPP), (to use, spouse must be listed as an authorized user or hold sponsor’s General Power of Attorney).

______ Federal and State Income Tax Returns (last 5 years)

______ Car title (registration should be in car)

______ Last LES (Leave Earning Statement)

______ Discharge papers (DD Form 214)

______ Allotments (Updated with correct amount, name, address, account #)

______ Social Security Number of each family member

______ Current address and telephone numbers of immediate family members of both spouses.

The Following Should be Completed Prior to Deployment

______ Next of kin informed of rights, benefits, and assistance available

______ Family budget and business arranged (See Financial Section for Budget Worksheet)

______ Emergency Data Card updated in Military Personnel Record

______ Joint checking/savings account arranged (List-all account numbers)

______ Parents informed of how to make contact in case of emergency (See Appendixes D,E)

______ Armed Forces ID Cards (Renew if ID Card expires within next 3 months. Rear Detachment Commander can sign for ID Replacement after soldier deploys)

______ Emergency services explained and located:

______ Red Cross/ Army Emergency Relief (AER)

______ Medical facilities/CHAMPUS

______ Army Community Service (ACS)

______ Legal Assistance Office

______ Security check on house

______ Problems with cars, household, and appliances identified and resolved
HOUSE CARE CHECKLIST

Take a 10-minute walk through your house. Carry this checklist to help you truly see your home. The idea behind this walk is to look for fire hazards. You don’t have any? Are you sure? Perhaps this list will change your mind.

KITCHEN: YES/NO

Are curtains, dishtowels, or paper items kept away from stove? ______

Is stove’s exhaust hood and ductwork clean of grease? ______

Do you have a working fire extinguisher close at hand? ______

LIVING ROOM. DINING ROOM. BEDROOMS:

Is fireplace spark screen always closed? ______

Is electrical wiring/circuits/outlets adequate to handle load? ______

Is there sufficient space for air circulation around TV/stereo? ______

Are ashtrays available in home occupied by smokers? ______

Are matches and lighters out of reach of children? ______

ATTIC, CLOSETS. STORAGE ROOM:

Do you keep oily cleaning rags in tight metal containers? ______

Are you using only nonflammable cleaning fluids? ______

Do you avoid accumulations of paper and combustible materials? ______

WORKSHOP: YES/NO

Are combustible materials kept away from heat sources? ______

Are paint thinners, paints, and solvents kept in their original containers for

identification purposes? ______

Are the furnace, heaters, vents and chimneys inspected and serviced regularly? ______

Are fuses of the proper size for the circuits they protect? ______

Are the dryer lint trap and vent kept clean? ______

GARAGE. GROUNDS:

Is gasoline for the mower stored in a safety can? ______

Have you removed accumulations of trash and paper? ______

Are oil-soaked rags in tight metal containers to prevent combustion? ______

Do you use commercial starter fuels (not gasoline) for barbecue fires and are barbecue

mitts ember-proof? ______

Are there dry leaves under porches or wooden stairs, in window sills, or anywhere

else close to the house? ______

SELF CHECK:

Do you know where the electrical box (fuse/circuit box) is and how to replace fuses? ______

Do you know the location and procedure of shutting off water/gas Master Control

values in case of broken or leaking pipes? ______

Do you inspect electrical cords frequently and keep them in good condition? ______

Do you use extension cords only for temporary convenience, never as permanent

wiring? ______

Do you enforce a “NO SMOKING IN BED” rule? ______

Do you and your family avoid using hair spray near open flames or while smoking? ______

Does everyone in the family know how to call the fire department or dial the operator? ______

Does each telephone have the fire, police, and ambulance numbers close to it? ______

Does your family have a fire escape plan and has your family drilled with it? ______

Do you make sure your children are not left unattended and instruct baby sitters

about emergency procedures? ______

NOW IT IS TIME TO ADD UP YOUR ANSWERS. To how many of the questions did you answer “NO” to one or two? Your home is fairly fire safe. But remember, just one can cause a tragedy! If you had 5 or 6, you are risking the safety of your family. If you have more than 6, you are asking for trouble. Take action NOW!

SMOKE DETECTORS

Buy a battery-operated smoke detector. It is one of the best and most inexpensive forms of fire insurance. It will not prevent a fire from starting, but it may save your life! Be sure to check the smoke. detector on a regular basis.

HOME TOOL KIT

_____ Flashlight and extra batteries _____ Hammer

_____ Assorted Nails, screws and tacks _____ Screwdrivers

_____ Masking Tape _____ Scissors and/or knife

_____ Pliers _____ Wrench

_____ Furnace Filters _____ Extra light bulbs

FINANCIAL

_____ Who will have the checkbook and who will have the cash card? Remember it will take a week or longer for mail to be forwarded to the spouse’s new duty station. Plan on paying bills timely.

_____ What types of accounts does the family have with what banks? Do the current accounts allow family members access to funds?

_____ Where are the bankbooks and account numbers?

_____ Are all the credit card numbers written down and in a safe place? Are the numbers and company addresses recorded in case of loss or theft?

_____ Are you knowledgeable about check writing? How will you determine if there are insufficient funds and what is your plan in case this happens? Do you need to sign up for financial management training?

_____ If allotments or check to the bank are delayed who can you contact?

Appendix D: Emergency Notification Form

Emergency Notification Information

Soldier’s Correct Full Name: ________________________________________

Soldier’s Rank and Pay Grade: _________________________________________

Soldier’s Social Security Number: _________________________________________

Soldier’s Unit: _________________________________________

Soldier’s Unit Address: _________________________________________

Name of Exercise Soldier is on: _________________________________________

Full Name of Ill, Injured, or Deceased Person: _________________________________________

Relationship of Person Shown Above to Soldier: _________________________________________

What Hospital or Funeral Home is Person in: _________________________________________

Who is the Doctor Treating the Person: _________________________________________

Family Member who can Provide Additional Information: _____________________________________

Telephone Number: _________________________________________

Family/Doctor Wants Soldier to: Be Notified Only: ________ Come Home: __________

Leave Address Soldier Should Go To Is:

Name: __________________________________________

Address: __________________________________________

City/State/Zip: __________________________________________

Phone Number: __________________________________________

The Soldier will Need About ___________________ Days to Resolve the Problem

THE ABOVE INFORMATION MAY HELP SPEED THE SERVICE MEMBER’S RETURN. WHEN YOU CONTACT A LOCAL RED CROSS OFFICE, BE SPECIFIC!

Appendix E: Red Cross Notification Form

Red Cross Notification

(To be filled out by service member and sent home)

Dear family in the United States:

In the event you need to contact me quickly or need my presence at home, you must contact the American Red Cross (ARC) in your local community before I can receive permission to come home. A message from the American Red Cross is required before I can get the documents for transportation on military aircraft and/or commercial aircraft, and for leave authorization.

Following is the information that you should provide the local American Red Cross to contact me:

My Social Security Number: ____________________________________
My full name: ____________________________________
My rank is: ____________________________________
My mailing address is: ____________________________________
My duty station is: ____________________________________
My duty telephone is: ____________________________________
My residence address is: ____________________________________
My home telephone number is: ____________________________________

In addition, they will request some detailed information as to the nature of the emergency. At a minimum, you will need to know the name and address of the doctor, hospital, plus a statement as to why I am needed. I realize in case of death or critical illness in the family that you would want to call me directly, but you must also contact the Red Cross to authorize and expedite travel arrangements. You can contact the Red Cross 24 hours a day and there is no charge for this service.

Red Cross Emergency Service Center (Toll-Free): ____________________________________

Please place this document in the telephone book so that you can easily find it in case you need to contact me. This procedure applies regardless if I am deployed or at my home station. You might want to take some time to write down the local American Red Cross chapter in your community so that in an emergency you will not have to look it up.

Local American Red Cross Address: ____________________________________

Local American Red Cross Telephone Number: ____________________________________

Signed: __________________________________________________

Date: __________________________________________________

Appendix F: Home Security

HOME SECURITY/CRIME PREVENTION:

Crime and fear of crime are big problems that influence how you live. The most important resources we have in reducing these problems are neighbors working together to prevent crime. This makes it harder for crime to happen and reduces the chance for criminals to victimize you and your family members.

Crime is a local problem and can best be deterred through locally organized groups of neighbors and residents within housing areas. Many communities have active Neighborhood Watch type mutual protection programs, where neighbors look out for each other’s property and safety. Check with your military police to see if your community has such a program. If so, join up.

If not, start one. Get together with neighbors on your block, in surrounding streets, or in your building (if in quarters, check with your building coordinator or village mayor). Start by sharing crime prevention information. Exchange work and home telephone numbers with your closest neighbors. Keep them posted on your daily and vacation schedule. Let them know about scheduled repairs or deliveries. If they spot suspicious people or vehicles around your home while you are gone, they will know something is wrong and call the military police or the local police.

CRIME PREVENTION TIPS…

If your spouse is deployed, don’t advertise it. This alerts everyone that your spouse will be away for an extended period of time.

ALWAYS lock your doors, even if you are only going out for just a few minutes. In addition to the front and rear doors, keep your garage, cellar, patio, storage areas, and maid rooms locked. Periodically check them.

Ask a neighbor to collect any mail, flyers, and newspapers, so they won’t pile up outside your box or in your mailbox. Stop deliveries until you return.

Be cautious of door-to-door sales people and other solicitors. If possible, conduct the conversation at the door. Be cautious whom you invite into your house. If you invite a solicitor in, DO NOT leave him/her alone in a room.

Keep telephone numbers of the military police, city police, and ambulance next to your phone.

Familiarize yourself with unit, community, and local emergency reporting procedures, such as: calling for police assistance, obtaining emergency medical help (especially the times to call the proper medical help), 911, etc.

Report suspicious persons or activities immediately to military police or local police authorities. Be especially cautious during special activities in your neighborhood.

Tell your children to never admit being home alone on the telephone or to someone at the door. Teach them to say: “Mom or Dad can’t come to the phone and will call back.” Teach children how to contact the police or a neighbor; make sure they know their home address and telephone number.

Screen repair people and solicitors to ensure their visit is legitimate. If possible, install a peephole in your door; if not, use a window. Remember, disguises and uniforms are easily obtained. Before you let workers into your home, make sure there is a legitimate need and check their credentials. Call the firm/organization they claim to represent to verify their identities.

If you suspect/detect someone observing your home/activities or that of your neighbors, report it immediately to the police.

Appendix G: Record of Personal Affairs

DATE OF INFORMATION: _________________________

If you take the time to fill out this section you will have at your fingertips most of the personal information and data that would be helpful not only in routine situations but in emergency situations which might arise during your spouse’s absence. The ready availability of this information in various situations could mean the difference between the timely provision of assistance or delayed problem resolution.

___________________________ ________________ __________

(Last Name, First Name, MI) (Social Security No.) (Rank/Grade)

COMPLETE LOCAL ADDRESS COMPLETE PERMANENT ADDRESS

___________________________ ____________________________

PERSONAL DATA:

1. Birth Date/ Location: _____________________________________

2. Naturalization (If applicable) on ________________ By: _________________

3. Parents: (Father, Name/Address) _____________________________________

_________________________________________________________________________

(Mother, Name/Address) _____________________________________

_________________________________________________________________________

4. Marriage: Spouse: (incl. Maiden Name) _____________________________________

Date/Location: _____________________________________

5. Children: (Full Names, Birth Date/Location)

__________________________________________________________________________

Important Documents and Information for Spouses

It is very important for you, a military spouse, to have certain documents in your possession. If you are required to take full responsibility for your family due to a deployment, you will be able to do so without any problems. You should have most of this information already.

Please sit down with your spouse and gather this information and these documents. Keep the following documents in special fire resistant container that you can find immediately!!!

___ Marriage Certificate

___ Birth Certificates for all family members

___ Shot records (up to Date) for all family members, including pets

___ Citizenship papers, if any

___ Adoption papers, if any

___ Armed Forces ID Card for all members (10 years or older)

___ Sponsor’s Social Security Number

___ All government and civilian life insurance policies

___ Last LES (Leave and Earnings Statement)

___ Power of Attorney-Special and General (Have several copies)

___ Copies of wills for both you and your spouse (It is important for your protection that both parties have a will.).

___ Several copies of your spouse’s TDY and /or PCS orders

___ Current addresses and telephone numbers of members of your immediate families–yours and your spouse’ (fathers, mothers, children, brothers, sisters). Have all important phone numbers readily available in case of an emergency.

OTHER IMPORTANT PAPERS:

1. Wife’s Will ____________________ Resident of ___________

Executor’s Name: __________________ City/State: ____________

2. Husband’s Will: _________________ Resident of ___________

Executor’s Name: ___________________ City/State: ____________

3. Power of Attorney: ______________________________________

Agent: ____________________________________________

4. Income Tax: Federal: ___________________________________

State: _____________________________________

City: ______________________________________

INSURANCE:

Life: _________________ _________________ ____________

(Company) (Policy #) (Payment)

_________________ _________________ ___________

(Company) (Policy #) (Payment)

Property: ______________________________________________

Medical: _______________________________________________

Other: _________________________________________________

SOCIAL SECURITY:

Wife: _____________________ Husband: ____________________

Child: _____________________ Child: ______________________

Personal lawyer or trusted friend who may be consulted regarding my personal and/or business

affairs_________________________________.

Dependents other than immediate family:

_________________________________________________________

LOCATION OF FAMILY RECORDS:

Birth Certificates: Wife: ___________________________________

Husband: ___________________________________

Child: ___________________________________

Naturalization Papers: Spouse: ___________________________________

Child: ___________________________________

Marriage Certificates: ___________________________________

Divorce Papers: ___________________________________

Death Certificates: ___________________________________

MILITARY SERVICE PAPERS: ________________________________________________________

Finances/Budget/Legal

STOCK, BONDS. SECURITIES. INVESTMENTS:

1. Located at: _______________________________________________

2. Beneficiary: _______________________________________________

3. Document Serial Numbers: _______________________________________________

DESIGNATED BENEFICIARY: Names and addresses of persons designated on serviceman’s official record of emergency data form to receive settlement of unpaid pay and allowances in the event of death:

______________________________________________________________________________________

DEBTS AND PAYMENTS: (Agency, Company, Address, Amount Due, Date Payment Due)

______________________________________________________________________________________

FIRMS OR PERSONS INDEBTED TO YOU: (Name, Address, Amount)

______________________________________________________________________________________

ADDITIONAL DATA ON ANY OF THE PRECEDING ITEMS:

______________________________________________________________________________________

PASSPORTS/VISAS:

Wife: _____________________ Husband: ____________________

Child: _____________________ Child: ______________________

PROPERTY:

1. Real Estate Consisting of: ______________________________________________________

_____________________________________________________________________________

Located: ______________________________________________________________________

Encumbered by: ________________________________________________________________

Held by: ______________________________________________________________________

2. Automobile: _________________________________________________________________

(Make, Model, Year, State Registration)

Location: ______________________________________________________________________

Insured with: ___________________________________________________________________

Automobile papers located at: ______________________________________________________

3. Other Personal Property: ________________________________________________________

BANK ACCOUNTS: (Number, Bank, Location)

Checking: _____________________________________________________________________________

Savings: ______________________________________________________________________________

Other (Specify): ________________________________________________________________________

SAFE DEPOSIT BOX at: (Institution and Location with full address and telephone #)

______________________________________________________________________________________

CHECK TO BANK: Open a JOINT checking account if you do not already have one. Then go to your PAC and fill out paperwork that will send your paycheck directly to the bank. This is the easiest, fastest, and safes, way to get your money. All married soldiers are strongly recommended to have a joint checking account with their spouses.

CREDIT CARDS: Keep plastic money to a minimum. It gives you a false sense of wealth where there really isn’t any money.

ALLOTMENTS: This guarantees that a certain amount of money will always be deposited in your account. If you have to take casual pay for any reason, such as emergency leave, your allotment will still be secure. This eliminates a surprise shortfall in money to your family.

INSURANCE: Review current life insurance coverage to ensure that policies, other than SGLI, do not contain a war clause. This ensures that beneficiaries for all policies are correct and that premiums are covered during the sponsor’s absence.

BUDGET/FINANCIAL COUNSELING: Contact the Army Community Service (ACS) in your Community for assistance in working out a budget.

SEE APPENDIX “H” FOR A FAMILY BUDGET WORKSHEET.

Appendix H: Family Budget Worksheet

1. ENTITLEMENTS: 2. COLLECTION:

Base Pay: _____________ Federal Tax: ___________________

BAQ: _____________ FICA: ___________________

BAS: _____________ Medicare: ___________________

VHA: _____________ SGLI: ___________________

COLA: _____________ Debt to Gvt.: ___________________

Clothing Allow: _____________ Other: ___________________

Spouse Income: _____________ Other: ___________________

Other Income: _____________ Other: ___________________

GROSS INCOME: _____________ TOTAL COLLECTIONS: _________________

3. NET INCOME: 4. EXPENSES (See Section 6)

Gross Income: _____________ Monthly Living Expenses: _______

Total Collections: ___________ Annual Expenses by Month: _______

Other Deductions: ____________ Installment Debt: _______________

NET INCOME: ______________ Total Monthly Expenses: _________

5. MONTHLY BALANCE SHEET

Net Income (Section 3) ________________________________

Monthly Expenses (Section 4) ________________________________

Remainder (Plus or Minus) ________________________________

6. MONTHLY LIVING EXPENSES

a. Housing Rent/Mortgage (incl. Taxes/insurance) _____________________

Utilities (Elec./Gas/Water/Sewer) _____________________

Telephone _____________________

Cable TV _____________________

b. Food Food/Household Supplies _____________________

Food/other (i.e., lunches/dinners out) _____________________

c. Car Gas/Oil _____________________

Car Payments _____________________

Other (maintenance, etc.) _____________________

d. Personal Hair Care (Barber/ Beauty shop) _____________________

Toiletries _____________________

Cigarettes/Tobacco _____________________

e. Clothing Family _____________________

Laundry/Dry Cleaning _____________________

f. Other Books/Newspapers/Magazines _____________________

Donations _____________________

Life Insurance _____________________

Club/Recreational Activities _____________________

Baby Sitters _____________________

Child Support/Alimony _____________________

Other _____________________

g. Annual Auto Insurance (divide by 12) _____________________

License Plates (Divide by 12) _____________________

Other (Divide by 12) _____________________

h. TOTAL MONTHLY EXPENSES _____________________

Appendix I: Notification of Departure From The Area

If you leave the local area for any reason, it is important that the Rear Detachment Commander knows where you are. If there is an emergency, either in the field or during deployment, the unit needs to contact you. This is true whether you leave the area permanently, leave for a short visit, or go to visit friends.

If you cannot contact the unit to provide your location, please fill out the form below and mail it to the unit or leave it with a neighbor to deliver to the unit.

TO: Rear Detachment Commander

This is to inform you that I have left the community. I can be reached at the following location:

Name: ___________________________________________________________

C/O: ____________________________________________________________

Address: ____________________________________________________________

Telephone: ____________________________________________________________

I expect to return on or about: _________________________________________________________

Appendix J: Pre-Deployment Checklist

Turn in to unit prior to deployment

DOES YOUR SPOUSE HAVE THE FOLLOWING PAPERWORK?

_____ A current ID card?

_____ A current passport?