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CAP Talk  |  General Discussion  |  Membership  |  Topic: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
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Author Topic: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?  (Read 2407 times)
Cicero
Forum Regular

Posts: 128
Unit: TBKS

« on: November 12, 2017, 11:56:50 AM »

I am back after a near 20 year hiatus, and while many things are the same, much has changed. This is one that puzzles me. Any know the rules and regs regards this issue?
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Nick
Seasoned Member

Posts: 473
Unit: SWR-TX-001

« Reply #1 on: November 12, 2017, 01:41:26 PM »

I don’t know if there is any real formalized guidance on this anymore aside from what’s in the ES training documents.

These days, it seems like cell phone mass-SMS messages have taken over phone trees. Email distribution lists (there’s even a feature in eServices for commanders to aggregate email addresses) are pretty common. But again, unless I missed a reg somewhere, I don’t think there’s policy over it.


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Nicholas McLarty, Lt Col, CAP
Texas Wing Staff Guy
National Cadet Team Guy
etodd
Salty & Seasoned Contributor

Posts: 865

« Reply #2 on: November 12, 2017, 08:20:37 PM »

Emails with everyone's addy in the CC field are very common around here. I can't get folks to understand BCC. Stopped trying.

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MS - MO - AP - MP
cobra6987
Recruit

Posts: 17

« Reply #3 on: November 12, 2017, 09:46:08 PM »

Emails with everyone's addy in the CC field are very common around here. I can't get folks to understand BCC. Stopped trying.

I BCC all the time :-D
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SSgt, USAF (Separated)
Major, CAP
Ham - N5TCL
Nick
Seasoned Member

Posts: 473
Unit: SWR-TX-001

« Reply #4 on: November 12, 2017, 09:48:07 PM »

Yeah, that logic is lost on a lot of folks. I like the people that put my agency’s All Employees distro list in the CC line and then the people that Reply All back to that person.


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Nicholas McLarty, Lt Col, CAP
Texas Wing Staff Guy
National Cadet Team Guy
etodd
Salty & Seasoned Contributor

Posts: 865

« Reply #5 on: November 12, 2017, 10:20:34 PM »

Yeah, that logic is lost on a lot of folks. I like the people that put my agency’s All Employees distro list in the CC line and then the people that Reply All back to that person.


Dittos.  We get emails from Wing Hdqs folks all the time like that, and yes, for some strange reason everyone wants to reply all to say "I got it!".

Drives me nuts.
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MS - MO - AP - MP
wacapgh
Forum Regular

Posts: 185

« Reply #6 on: November 13, 2017, 04:24:27 PM »

Also, review CAPR 1-2 PERSONALLY IDENTIFIABLE INFORMATION https://www.capmembers.com/media/cms/R001_002_15BAF8B12FA4B.pdf

"Examples of PII include, but are not limited to, social security number; age; marital status; race; date and place of birth; telephone numbers; other demographic, medical history, personal, medical and financial information. Unauthorized access to the PII of members/employees must be prevented to the maximum extent possible."

Off the top of my head - CAPF 31 (personal information), 160 (medical history), 161 (personal information), 162 (medical history), and 163 (medical history).

"(1) CAP records/documents containing PII must be kept under lock and key or in a secure electronic file that is password protected when the records/documents are not in use."
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Eclipse
Too Much Free Time Award
***
Posts: 28,069

« Reply #7 on: November 13, 2017, 04:27:10 PM »

In this day and age, there's really no need for localized squadron rosters,
phone lists, etc.  Those that need that information can get to on-demand via eServices,
and those that don't need it, don't need it.
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"The man who does more than he is paid for will soon be paid for more than he does." - Napoleon Hill.
The contents of this post are Copyright © 2017 by eclipse. All rights are reserved. Specific permission is given to quote this post here on CAP-Talk only.

Nick
Seasoned Member

Posts: 473
Unit: SWR-TX-001

« Reply #8 on: November 13, 2017, 09:52:22 PM »

Yeah I tend to agree with Eclipse on this. And to simplify the process for those who don’t but do need to send out communications, make someone in charge of maintaining the distribution list(s).


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Nicholas McLarty, Lt Col, CAP
Texas Wing Staff Guy
National Cadet Team Guy
Geber
Recruit

Posts: 12
Unit: NER-VT-009

« Reply #9 on: November 27, 2017, 09:51:58 AM »

As a new senior member, I'd just like to say the phone tree, or equivalent, needs to work both top-to-bottom, and bottom-to-top. Real life scenario: I get a text message from the state emergency management organization, to everyone in the state, saying a small plane is missing and anyone with information should call the state police. In this case, I was driving out of state and couldn't help anyway. But what if I was up late and the rest of my squadron was sleeping? I hypothetically email the squadron commander, who's email is in eServices, and there is no answer. Then what?
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arajca
Salty & Seasoned Contributor

Posts: 4,169

« Reply #10 on: November 27, 2017, 10:04:03 AM »

Unless CAP has been called out by the AFRCC, you couldn't do anything. We do not self-deploy. Unless you're the squadron commander, alerting officer, or ES officer, you have no responsibility or authority to call out the squadron. Each wing has its own procedures for activating resources. As you learn more about CAP and its Emergency Services role, you'll find more detailed answers.
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TheSkyHornet
Salty & Seasoned Contributor

Posts: 932

« Reply #11 on: November 27, 2017, 07:03:42 PM »

Yeah, that logic is lost on a lot of folks. I like the people that put my agency’s All Employees distro list in the CC line and then the people that Reply All back to that person.


Dittos.  We get emails from Wing Hdqs folks all the time like that, and yes, for some strange reason everyone wants to reply all to say "I got it!".

Drives me nuts.

Pet peeve of mine.

There's nothing wrong with a phone tree, but I still recommend a "mass blast" communications system (mass text, emails, etc.). A phone tree generally signifies that you'll call one person, and they'll call x-number of people, and they'll call their own x-number of people. The problem you'll face with that is that if one doesn't hold up their end of the responsibility tree, everyone below them won't get notified.

Now, with a contact list, I strongly encourage that. But you need to remember that anything prepared must be maintained, so you'll have to figure out a system of updating it every so often. Maybe go with a monthly sheet that gets passed around at a meeting where people can update their phone numbers or check the box "Unchanged." At work, we have quite a few contact lists published in our manuals and elsewhere. The problem is that these don't get updated regularly, and then they don't work. That said, it ties right back in with the mass comms method: if you don't have updated information, the people you blast your texts out to won't receive it. We require that if you receive a mass email/text, you must acknowledge it to your direct superior in that chain by emailing or texting them. This way we know exactly who wasn't contacted (or who didn't read it). Now for us, it's a matter of emergency; a mass text means we're rallying at our Emergency Operations Center over the next 30 minutes.

Do not go by the emails listed in eServices, as these may be severely outdated.



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NIN
VIP

Posts: 4,683
Unit: of issue

« Reply #12 on: November 28, 2017, 09:51:24 AM »

Do not go by the emails listed in eServices, as these may be severely outdated.

So the fix is?

A) keep track of everybody's contact info on your own; or
B) get people to keep their info updated in the official personnel system

I think B is the longer-term beneficial route. The info in eServices is only outdated because the membership isn't encouraged or shown how to update it.  The folks in my squadron all know how.

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Darin Ninness, Lt Col, CAP
Sq Bubba, Wing Dude, National Guy
I like to have Difficult Adult Conversations™
The contents of this post are Copyright © 2017 by NIN. All rights are reserved. Specific permission is given to quote this post here on CAP-Talk only.
Eclipse
Too Much Free Time Award
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Posts: 28,069

« Reply #13 on: November 28, 2017, 11:15:04 AM »

A) keep track of everybody's contact info on your own; or
B) get people to keep their info updated in the official personnel system

I think B is the longer-term beneficial route. The info in eServices is only outdated because the membership isn't encouraged or shown how to update it.  The folks in my squadron all know how.

B is the only route.  I generate all my unit lists from eServices, and so does my wing.

Either you're current or you're not.  No one has the time to waste on keeping up with your latest
juno.com email address because you can't be bothered, nor to strip out the goober-so-spam-@pita.com
nonsense people do because they can't get an email system that properly manages SPAM.

I've found this to be  a self-leveling problem the first time someone isn't informed about something
they were actually interested in.

Honestly, there are some members who would like you to "just stop by" if you need to tell me something.

(yes, it's been walk-up after walk-up this AM and I literally haven't had my coffee yet).
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"The man who does more than he is paid for will soon be paid for more than he does." - Napoleon Hill.
The contents of this post are Copyright © 2017 by eclipse. All rights are reserved. Specific permission is given to quote this post here on CAP-Talk only.

kwe1009
Salty & Seasoned Contributor

Posts: 758

« Reply #14 on: November 28, 2017, 12:14:20 PM »

One option that we did in a previous unit is using an email newsletter system.  It was a free add-in for our Wordpress site and it allowed anyone to sign up to receive the emails.  About once a month or so the ITO would download the latest contact information from eServices and upload it to Wordpress.  It took him about 10-15 minutes and it helped to make sure that new members were on the list.  We also encouraged potential members to sign up and most did by the time they joined.

It is great for passing information down to members and their families.  It also automatically put the emails on our website so the information was archived and easily searchable.  We could see how many opened the emails and for a fee would could get the email addresses of those who opened the email.  We never saw the need to pay the fee though.
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Eclipse
Too Much Free Time Award
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Posts: 28,069

« Reply #15 on: November 28, 2017, 12:21:57 PM »

It is great for passing information down to members and their families.  It also automatically put the emails on our website so the information was archived and easily searchable.  We could see how many opened the emails and for a fee would could get the email addresses of those who opened the email.  We never saw the need to pay the fee though.

Google Analytics are the bane of the "can't be bothered" crowd.

"Did everyone read the email I sent regarding the new 70-1"?

"Yes, teacher".

"Actually, you didn't, here's the list of those who did, and how long each of you spent
reading the document...please make sure you are fully briefed on this before the
next meeting."

Can be used for EEO, non-disc, party invites, whatever. It's insidious.
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"The man who does more than he is paid for will soon be paid for more than he does." - Napoleon Hill.
The contents of this post are Copyright © 2017 by eclipse. All rights are reserved. Specific permission is given to quote this post here on CAP-Talk only.

Anthony@CAP
Recruit

Posts: 41

« Reply #16 on: November 28, 2017, 02:37:19 PM »


A) keep track of everybody's contact info on your own; or
B) get people to keep their info updated in the official personnel system

I think B is the longer-term beneficial route. The info in eServices is only outdated because the membership isn't encouraged or shown how to update it.  The folks in my squadron all know how.

I think B is pretty manageable. When I was a commander, once a quarter I would ask everyone to verify it in e-services. To catch anyone who didn't , I would print off contact info with the sign-in sheet and ask everyone to verify it. If anyone made hand changes at that time I would go in and update it for them. It even ensured that I had both a parent and cadet email and phone number for each cadet.

It didn't take more than 15-20 minutes of my time - and when I needed contact info it was there.
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TheSkyHornet
Salty & Seasoned Contributor

Posts: 932

« Reply #17 on: November 29, 2017, 10:44:23 AM »

Do not go by the emails listed in eServices, as these may be severely outdated.

So the fix is?

A) keep track of everybody's contact info on your own; or
B) get people to keep their info updated in the official personnel system

I think B is the longer-term beneficial route. The info in eServices is only outdated because the membership isn't encouraged or shown how to update it.  The folks in my squadron all know how.

No disagreement there.

But you'll still have that challenge of getting the information updated. If the Emergency Services Officer wants/needs that information, for whatever his reason is, then the Commander needs to make sure that stuff gets updated. If the Commander does not do that, and still expects the Emergency Services Officer to have current contacts, he/she is not setting that officer up for success. Until that issue is resolved, I would encourage that Emergency Services Officer to have that information at the ready.

Anyway, I simply use my Wing email contact list. I don't even use the eServices thingamajig. All I have to do is select the contact list and everyone propagates so I don't need to worry about anything being outdated. And if someone doesn't check their CAP email, that's on them.

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etodd
Salty & Seasoned Contributor

Posts: 865

« Reply #18 on: November 29, 2017, 11:32:51 PM »

The pilots in our Squadron use group text for near instant access. I leave the thread on my phone so I don't have to start a new group each time. Just type and send. Easy. Usually talking amongst ourselves 2 or 3 times a week.
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MS - MO - AP - MP
kwe1009
Salty & Seasoned Contributor

Posts: 758

« Reply #19 on: November 30, 2017, 11:31:56 AM »

It is great for passing information down to members and their families.  It also automatically put the emails on our website so the information was archived and easily searchable.  We could see how many opened the emails and for a fee would could get the email addresses of those who opened the email.  We never saw the need to pay the fee though.

Google Analytics are the bane of the "can't be bothered" crowd.

"Did everyone read the email I sent regarding the new 70-1"?

"Yes, teacher".

"Actually, you didn't, here's the list of those who did, and how long each of you spent
reading the document...please make sure you are fully briefed on this before the
next meeting."

Can be used for EEO, non-disc, party invites, whatever. It's insidious.

That happened more than once too.  I would ask a group of over 35 cadets and SM if their read an email on "_____" and nearly every one would raise their hand but the stats showed that the message was only read by about 10 people.  Then there are also the people that only seem to get some emails (a whole other discussion).  From what I have seen, the people complaining about not being informed are most likely the same people that don't read their emails and don't pay attention when announcements are read during a meeting.
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CAP Talk  |  General Discussion  |  Membership  |  Topic: What are the rules - Squadron Rosters / Telephone & email lists / Phone trees?
 


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