Senior Member Staff Descriptions
Senior Executive Staff Positions
Appointed by the wing or region commander to direct the overall encampment program, under the supervision of the director of cadet programs. This position’s major functional areas include:
- Overall attainment of the encampment program’s mission and vision
- Recruitment, selection, and management of the encampment staff
- Budgeting and supervision of finances
- Liaison with the host facility
- Ensuring that the encampment operates in compliance with all CAP policies
- Supervision of and ultimate responsibility for the safety, fair treatment, and morale of all participants
- Representing CAP to the public, the media, service providers, and cadets’ parents
Deputy Encampment Commander
Provides for the encampment’s logistical, financial, and administrative needs. Supervises almost all Senior Staff. This position’s major functional areas include:
- Budget preparation, purchasing, and bookkeeping
- Coordination of ground transportation, including obtaining vans from the wing or squadrons
- Liaison with the host facility and coordination of billeting, dining, classroom, and related needs
- Processing of encampment applications
- Coordination of military support authorizations, personnel authorizations, and other items
- Dissemination of welcome letters, equipment lists, and maintenance of the encampment website
- Management of intra-encampment communication systems (cell phone rosters, radio networks)
- Media relations and publicity to internal CAP audiences and cadets’ parent
Commandant of Cadets
Supervises the overall encampment curriculum, cadet training, and leader-ship and discipline of the cadet corps. Supervises the cadet cadre and is the principal mentor for the cadet executive cadre. This position’s major functional areas include:
- Overall attainment of the encampment’s learning goals for the cadet corps
- Selection of the cadet executive cadre (and possibly squadron commanders), in cooperation with the encampment commander
- Approval of the cadet cadre selections, in cooperation with the cadet commander
- Design (or supervision of) the encampment curriculum
- Ensuring CAP instructors and host agencies are prepared to lead cadet training activities
- Supervision and mentoring of the training officers, in relation to Cadet related matters
- Supervision of the safety, fair treatment, and morale of all cadets
- Monitoring of the cadet cadre’s leadership methods and ensuring that cadets are not hazed
- Approval of cadet standard operating procedures (dormitory standards, inspections, rules governing daily life, etc.)
Senior Support Staff Positions
The safety officer reports to the encampment commander and advises that individual on all aspects of safety and mishap prevention. The safety officer is responsible for 5 categories of safety.
- Administrative Readiness for Safety: reviewing personnel records, documenting and passing on who needs what accommodations if need be, ensuring CPPT is complete for those requiring, and reviewing previous year’s issue and mishaps in order to prepare for or prevent repeats.
- Planning for Safety: conducting ORM for major encampment activities, understanding and communicating what students and staff need to be briefed on prior to traveling to or conducting an activity, coordinating with and being aware of local emergency responders (fire, ambulance, police, local hospitals, etc.), identify and communicate rallying points in case of severe weather and fire, and identifying and obtaining necessary material safety items such as hearing protection.
- Vigilance: Physically monitoring activities, ending unsafe behavior, ensuring compliance with al CAP and local safety laws, etc. Ensures all cadre (cadet and senior) maintain a safe environment, and promote all as acting as individual safety representatives
- Education of Participants: Developing and conducting safety briefings, communicating all procedures and policies in regards to emergency situations and everyday activities such as transportation. Reporting and Investigating Mishaps:
- Reporting via the correct procedures and mitigating future issues
Health Services Officer
The Health Services Officer should work closely with the Safety Officer and provide their expertise by advising cadre and students on health, fitness, disease and injury prevention. Health Services Officers will also provide care in emergency situations, stabilizing patients until medical or military care can be obtained. The HS Officer will also:
- Screen medical forms prior to encampment in order to recognize those who may require extra care or accommodations and who may not be fit enough to attend an encampment.
- Communicate with parents and guardians regarding medication administration, pre-existing conditions, and emergency situations during encampment.
- Communicate with cadre about specific students who may require a higher level of attention, have extenuating circumstances, or may require emergency medication in the form of an inhaler or epipen.
- Act as the point of contact for when any cadet or cadre member is transported off base for a medical reason, whether by ambulance or by encampment staff.
The Admin Officer is responsible for the overall documentation and tracking of all personnel at encampment. Their major responsibilities include:
- Coordinating and documenting all paperwork and payment for both cadre and students prior to encampment and ensuring all paperwork is complete
- Oversee the Cadet Admin OIC in making flight assignments for cadre training and Encampment
- Obtain e-Services access to ensure all staff members meet all course requirements for participation
- Supply information to logistics on supply order numbers as needed
- Providing information from applications to other cadre as requested/ needed (i.e. dietary restrictions, religious needs etc.)
- Coordinate with senior and cadet command staff on all informational e-mails to students.
- Running the in processing of students (checking them in, applying wristbands, etc.)
- Work with Deputy Commander for Support to obtain information on vehicle needs, then build vehicle manifests to be executed by Transportation Officer
- Checking in and out any personnel who leave/return from encampment
- Printing and putting together all graduation packets
- Coordinating retrieval of applications and overseeing the applications page on the website
The Finance Officer will be in charge of overseeing the encampment budget and coordinating with the Deputy Commander and Logistics Officer in regards to encampment spending. The Finance Officer will also be tasked with overseeing the encampment credit cards and accounts as well as coordinating any necessary reimbursements.
- Assist in determining Encampment Budget
- Facilitate reimbursements for cadre purchasing Encampment resources, with approval of Encampment Commander
- Facilitate refunds for those withdrawing from Encampment, as approved by Encampment Commander
- Serve as a member of the Encampment Scholarship Committee
The Logistics Officer is the primary senior member in charge of the cadet logistics cadre. They are responsible for the following major functional areas:
- Coordinate with the Deputy Commander, Transportation Officer, and the Cadet Logistics OIC
- With Cadet Logistics OIC conducts inventory of all supplies prior to Encampment
- Order yearly supplies including water bottles, t-shirts, and hats order printed materials
- Work with Cadet OIC on the senior command staff supply list orders as needed
- Oversees with Cadet OIC the sorting and dispensing supplies as appropriate to the squadrons
- Ensure that daily tasks such as the emptying of trash and cleaning of facilities is carried out by the cadet logistics cadre
- Coordinating, acquiring, and supervision of the necessary number of radios for the encampment
- Providing training, as required, in using communications equipment
- Coordinating and acquiring the infrastructure for the radios (repeaters, microphones, etc.)
- Trouble shooting technical issues
The Transportation Officer is responsible for the overall coordination of all travel for the duration of encampment, and is part of the logistics team. He or she is responsible for the following major tasks:
- Coordinating the request and delivery or pickup of the necessary number of vehicles (vans, pickup trucks, mini vans, and trailers) to encampment
- Keeping track of all vehicle keys and developing a comprehensive plan for checking in and out vehicle keys
- Ensuring that all vans and maintained and operable Ensuring that all keys and vans are ready to go in time for major encampment transports
- Ensuring that there are enough drivers to support major encampment transports
- Developing and communicating all driving instructions for drivers
- Assigning drivers to transport cadets as needed both on and off post to ensure all cadets arrive in a timely manner.
The encampment chaplain is responsible for the moral and spiritual welfare of encampment participants, The chaplain will also serve as an advisor to the Commander on matters of religious freedoms, morals, and overall well-being. The chaplain serves in some of the following areas:
- Providing counsel: Any encampment participant may meet with the chaplain at any time. Chaplains will be asked to make themselves known and visible to the students and cadre by visiting various activities and daily events. TOs may also seek out the chaplain in order to better counsel cadets. NOTE: Chaplains will inform the flight staff and TOs of any appointments/requests with students to ensure accountability and situational awareness is maintained
- Supporting character education: Chaplains may be asked to teach and coordination the required character education training at encampment.
- Supporting participants religious needs: Chaplains will coordinate and accommodate the various religious requests of participants, such as organizing a room for those of the same faith the meet in, organizing and advertising religious services, etc.
- Flexibility: Chaplains have one of the most unpredictable jobs at an encampment. Both students and staff alike may seek out your guidance. Chaplains may be called to counsel home sick cadets, diffuse situations, instruct classes, drive vans, or even accompanying cadets that must be transported to a hospital
Public Affairs Officer
The PA Officer will work closely with the cadet PA OIC and their cadre in order to coordinate all encampment public affairs matters. They will work in the following areas:
- Coordinate with the military public affairs on base in order to learn and communicate the base security requirements. (Knowing what you can take pictures of and what you cannot.) Screen all photos and videos before the cadet cadre posts them online.
- Oversee the encampment Facebook page and website.
- Communicate with any online outreach from the public such as received Facebook messages or emails.
- Ensure that the final video presentation/slideshow is prepared in time to be shown at the banquet.
- Oversee all PAO materials such as cameras, go-pros, tripods, etc.
- Prepare informational packets to be distributed to Distinguished Visitors
- Coordinate with the appropriate personnel in order to get your staff to where they need to be for events (Plans and Programs, Transportation Officer, etc.)
- Represent the encampment to all students and parents who reach out with questions
- Providing contact information in case of emergencies
Chief Training Officer (CTO)
The Chief Training Officer supervises the full team of Training Officers and provides training, guidance and mentorship. The CTO will float and observe all TOs daily, provide coverage during breaks/emergency situations. The CTO works closely with the Commandant of Cadets. Additionally, the CTO will assist TOs in the resolution of any student issues, and may closely coordinate with the Health Services staff, safety officer, and/or chaplain on individual student issues, as required. The CTO will also fulfill many of the same duties as a TO. The CTO is responsible for de-escalating situations, ensuring TOs provide a proper leadership laboratory for the cadet corps to operate within, and reminds TOs of their major roles and responsibilities.
- Hold periodic meetings with TOs to review daily events and upcoming needs
- Review schedule and ensure all TOs are aware of daily events, key requirements, rotation schedule, special requests (etc.)
- Collect and pass feedback from the TOs to the Commandant in order to facilitate staff training and development
- Monitor all student issues and statistics (chaplain visits, health services visits, accountability from an issue-resolution standpoint)
- Provide training and mentorship to TOs
- Update Commandant of Cadets on key training, morale and intensity levels/issues as appropriate
Training Officers (TOs)
Training officers are assigned to each flight at an encampment. They are CAP senior members who are the cadets’ first-line adult leaders. They also fulfill a critical role as mentors to the cadets, particularly the flight staff. TOs provide mentorship to the flight/line staff out of view from the students, and provide recommendations. TOs must be aware of when to provide on the spot (again, out of sight of the students) versus when to wait to an end of day debrief, or if warranted, provide the CTO and Commandant of Cadets feedback, and allow the senior command staff to provide mentorship and course corrections to the cadet cadre. Typically, one TO is assigned to each flight, as well as each squadron. Assistant training officers may be assigned as available. The chief training officer (CTO) supervises the full team of training officers and provides guidance and mentoring to newcomers. A TOs major functional areas include:
- Ensuring overall cadets cadre and student safety, health and well-being
- Observe leadership training environment and monitor cadre training and student stress level; pass feedback up to CTO and Commandant of Cadets as required
- Take note of training opportunities to pass back to the senior command staff to perform correction training (Note: Only step in and provide immediate mentorship/feedback during critical safety situations or situations that will lead to a negative training environment (i.e. hazing, etc.) Personal counseling of cadets, as necessary (Tier I resolution of situations; be the linkage to “Tier II” support and seek the chaplain, health services, and/or safety officer(s) as required
- COMMUNICATION IS ESSENTIAL. For accountability purposes, any student that is pulled out of a flight/away from the flight staff, you must inform the cadet flight commander and/or flight sergeant
Responsible stewardship of resources, whether belonging to CAP or the host facility