Good Day, CAP Talk.
Who's got a good (and current) calendar/list/resource for the various and sundry deadlines that a unit should be aware of?
Does anyone have something similar for groups and/or wings as well?
I'm hoping to steal one review one for ideas.
Cheers!
Seriously? No love for admin support? I was hoping I wouldn't have to comb through all the regs to put together a list of all the deadlines.
Does no one have anything I can use?
Some friends and I were going to make a comprehensive list of all of the requirements and suspense dates of administrative burden on units some years back. We started but the project never got finished but I can share what I had at the time. I only got through a handful of the regulations.
Caveat: these regs and quotes could be out of date as I compiled this partial list in Oct 2010.
Here's a very partial list from the regs I did go through:
CAPR 36-1, Civil Air Patrol Non-Discrimination Program, Paragraph 4.d(2): Requires commanders to brief all individuals in their command on CAP's Non-Discrimination Policy annually.
CAPR 77-1, Operation & Maintenance of CAP Vehicles. If your unit possess a COV: Paragraph 1-2.b(5): Requires monthly time, usage & mileage log to be submitted.
Paragraph 1-2.b(6) requires vehicles to be washed monthly and waxed annually.
CAPR 62-1, CAP Safety Responsibilities & Procedures. Paragraph 3.d(1): Requires "At least once annually, Operational Risk Management (ORM) will be discussed during a unit safety meeting."
Paragraph 3.c: Requires an on-line "Safety Survey" be filled out annually, with a copy sent to the next higher echelon safety officer.
Paragraph 3.d: Requires 15-minute minimum safety briefings per month for every member. Requires missed members review the briefed material before participating in their next CAP activity or meeting. Requires ALL members attend a face-to-face safety briefing at least once per quarter without exceptions.
Paragraph 3.h: Requires a Safety Day be held annually by each unit in October.
CAPR 5-4, Publications & Forms Management, Paragraph 7.a(2): Requires units that maintain paper regulations and publications files check for updates every 6 months.
CAPR 50-4, Test Administration & Security, Paragraph 1-5(2)c: Requires combination on all test-related locks are changed annually and additionally any time commanders or TCOs change. Requires documentation of lock combinations being changed (both annually & for change of personnel) in test control log.
Paragraph 1-6: Requires inventory of tests and recording of the inventory every 90 days plus whenever a TCO changes.
CAPR 50-17, SM Professional Development Program, Paragraph 3-8: Requires commanders offer Level I summary conversations at least once each quarter for new members and also ideally as new members enroll.
CAPR 50-1, DDR, Paragraph 3-5: All units using DDR funds are encouraged to submit quarterly reports and required to submit annual reports due NLT 30 days from close of fiscal year (30 Sept + 30 days).
Paragraph 3-4: Units should develop a DDR budget annually and submit to Wing for inclusion in their DDR planning.
CAPR 52-16, Cadet Program Management, Paragraph 1-1.d(2)(b): Moral leadership discussions should be held at least once per month for a minimum of 1 hour.
Paragraph 2-2.b(2): Opportunities for written testing must be provided every 30 days.
Paragraph 2-11.c(2): Jack Sorensen Cadet Programs Officer of the Year award nominations due to Wing HQ by 15 January annually.
Paragraph 3-4.c: Commanders will appoint Cadet Advisory Council representatives via a CAPF 2A no later than 1 July annually.
CAPR 123-1, CAP Compliance Assessment Program, Paragraph 3.L(1): requires annual mandatory unit self-assessment be conducted on or before the anniversary of the unit's latest SUI.
Paragraph 12.b(2): Reports of annual self-assessments must be forwarded to the Wing/IG within 30 days.
Paragraph 12.b: Units will receive a SUI from Wing/IG no less than once every 36 months. Units that go 39 months without an SUI must cease all activities.
CAPR 10-2, Files Maintenance & Records Disposition. Paragraph 9: Requires files that have calendar year cutoffs (e.g.: correspondence file) are closed by 31 Dec and new files established 1 Jan. Requires fiscal related files to be closed 30 Sept and new files established 1 Oct each year.
Table 1: Requires general correspondence files, safety correspondence & files pertaining to cadet activities, CAPF 37's on non-expendable property, public affairs reports, be closed on 31 Dec and destroyed 1 year later.
Requires general correspondence related to fiscal activities, ES qualification records, CAPF 9's and waivers to fly non-CAP members, CAPF 16's, and CAP Flight Release Logs be closed on 30 Sept and destroyed 1 year later.
Requires CAP Counterdrug Reports (CAPF 82 & 84) files be closed on 30 Sept and destroyed 2 years later.
Requires test inventory logs and reports be closed on 31 Dec and destroyed after 2 years.
Requires Accident & incident reports files be closed on 30 Sept annually & destroyed 3 years later.
Requires reports & forms files, and files with inspection reports and notifications, IG Complaints, personnel plans & policies, to be closed on 31 Dec and destroyed 3 years later.
Requires operational monthly activity reports (CAPF 18s) files be closed on 30 Sept and destroyed 4 years later.
Requires files of correspondence and documents (leases, etc.) about real property be closed on 31 December each year and destroyed 7 years later.
Requires personnel records are purged 5 years after each member's termination date.
Requires regular evaluation of all other types of files which are to be destroyed when no longer needed.
Several years ago, I had one. At the Squadron level, we had over 97 reports due a year... I am sure it's more now.
Thanks!