Senior Staff Position Descriptions

Commandant of Cadets - CoC

Senior Member Mentor assigned to mentor the Cadet Executive Staff. They help these cadets work through the pre-planning processes, help ensure they are properly delegating tasks to their staff, and solve problems as they come up during the encampment. Supervises the overall encampment curriculum, cadet training, and leadership and discipline of the cadet corps. Works primarily with the Cadet Executive Staff (Cadet Commander, Cadet Deputy Commander, Cadet Executive Officer, Director of Training, Cadet Safety, Standards and Evaluations Team Commander and Command Chief) in conjunction with their senior counterparts. The Commandant of Cadets is a senior executive level position and reports to the Encampment Commander. 

•  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 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 instructions (dormitory standards, inspections, rules governing daily life, etc.)

Chief Training Officer - Cheeto  

Senior Member Mentor for all of the Training Officers. Works with Squadron Training Officers (if we have them) and Flight Training Officers both in ensuring they are involved with their flight staff prior to arrival and with their whole flight once at encampment. The Cheeto should also ensure that Training Officers receive the proper training prior to encampment so they may assist in bag checks, blister checks, mentoring flight staff and in flight cadets once at encampment. They should keep their Training Officers informed of things that are happening in the schedule, work with them on rotation schedules, transportation of cadets, and ensuring all safety procedures are followed at all times. This person works with the Cadet Executive Staff, especially the Cadet Deputy Commander to handle any issues involving the flights. The Chief Training Officer is a senior executive level position and reports to the Encampment Commander. 

Executive Officer - XO

This Senior Member is in charge of mentoring all of the staff sections on the support side of the house (Administration, Logistics, Public Information, Mess, General Support Staff, Transportation, Communications, and Firearms). They will need to ensure all of the Support Mentors are working with their cadet OICs and the rest of their staff during pre-planning and while at encampment. The Support Mentors might have responsibilities that require outside encampment communications prior to encampment (Mess setting up and ordering food; Logistics ordering toilet paper, napkins, soap, cleaning supplies, etc.; Communications working on a plan to get radios to encampment; Firearms pre-training, targets, ammo; Administration working with the registrar and encampment program; etc.). They disseminate information as it comes down from the executive staff and help the support functions stay on top of their areas. Works in conjunction with the Cadet Executive Officer. The Executive Officer is a senior executive level position and reports to the Encampment Commander.

Safety Officer - SO 

(You must be at least Technician rated in Safety) 

The adult who keeps the safety perspective foremost in everyone's mind is the encampment Safety Officer. Vital to all CAP missions and will work with the Cadet Safety Officer to prepare and re-certify ORMs for the encampment, keep tabs on weather including temperatures, create the evacuation plan and conducts a drill. The Safety Officer reports to the Encampment Commander and advises on all aspects of safety and mishap prevention. Safety is inherently a command responsibility; while commanders ought to delegate authority to safety officers to lead an encampment's safety efforts, and in a very real way safety is everyone's concern, the responsibility of keeping participants safe cannot be delegated; the commander or the ranking on-scene adult is responsible for participant safety. The Safety Officer's duties generally fall into one of five roles as outlined below:

•  Administrative Readiness for Safety
•  Planning for Safety
•  Vigilance 
•  Education of Participants
•  Reporting and Investigating Mishaps

The Safety Officer is a senior executive level position and reports to the Encampment Commander.

Chaplain

(You must be a CAP Chaplain) 

The encampment Chaplain is responsible for the moral and spiritual welfare of all participants. The Chaplain is a member of the commander's staff and as such is the advisor to the commander and staff on matters of religious freedoms, morals, and well being of personnel under his or her command. Assistant chaplains may be appointed to assist in discharging these duties. This functional responsibilities include:
• Providing counsel. Any encampment participant may meet with the Chaplain(s) at any time. This request will not be denied. Any matter that an encampment participant wishes to share with a chaplain is protected as a privileged communication of clergy and counselee (see CAPR 265-1). Throughout the encampment, daily opportunity will be afforded for personal contact with encampment participants. As chaplains visit cadets during the various activities and make themselves known, many cadets will, in turn, seek out the Chaplain for assistance and advice. Training Officers will often seek the Chaplain’s assistance when counseling cadets. The Chaplain's table in the dining hall will be a place of defusing. Especially during the time following inspections and during personal time in the evenings, chaplains will make a special effort to do a walk-through of the dorms and interact with the cadets as a ministry of presence.
• Supporting cadet character education. Chaplains are a resource for character education activities and the overall Character Block (§5.5). Chaplains may be used as instructors, coordinators, evaluators, or in similar purposes for the Character Block. Character Development Instructors (CDIs) may also assist.
• Supporting participants’ religious needs. Chaplains will provide opportunity for formal worship, and when necessary, coordinate support for participants whose religious needs cannot be served by CAP or the host installation. If a chaplain is unavailable to support an encampment in person, the encampment commander will nevertheless ensure that participants have access to formal worship.
The Chaplain is a senior executive level position and reports to the Encampment Commander.

Squadron Training Officers - Sqdn TO

(3 Positions - You must have experience as a Training Officer)  

Senior Member Mentor assigned to a squadron to help both the cadet squadron staff with issues within their squadron and the Flight Training Officers within their squadron to help with small issues within the flight. Ensures their Flight Training Officers are involved with their flight staff prior to arrival and with their whole flight once at encampment. Works with the Cheeto to ensure that Flight Training Officers receive the proper training prior to encampment so they may assist in bag checks, blister checks, mentoring flight staff and in flight cadets once at encampment. They should keep their Training Officers informed of things that are happening in the schedule, work with them on rotation schedules, transportation of cadets, and ensuring all safety procedures are followed at all times. This person works with and mentors the cadet squadron staff, especially the Squadron Commander. The Squadron Training Officers report to the Chief Training Officer. 

Training Officers - TO

(9 Positions) 

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. Assistant training officers are assigned as available. Senior Training Officers are also assigned as available, and serve at the squadron level and supervise flight-level training officers. In large encampments, a Chief Training Officer supervises the full team of Training Officers and provides guidance and mentoring to newcomers. This position’s major functional areas include:
•  Contraband Shakedown
•  Ensuring the cadets’ safety, health and well-being
•  Observation, training, mentoring, and evaluation of flight staff
•  Observation, training, and evaluation of students
•  Ensuring that the encampment’s curriculum and learning goals are progressing as expected
•  Personal counseling of cadets, as necessary
•  Responsible stewardship of resources, whether belonging to CAP or the host facility
Basically, your job is to Teach, Advise and Counsel. The Flight Training Officers report to their respective Squadron Training Officer. 

Mess Officer 

Senior Member in charge of the Kitchen (DFAC), setting up the menus, ordering the food, and preparing the meals with the help of a cadet staff. If catered, responsible for keeping the cadet mess staff on track serving and cleaning and helping with drinks. The Senior Mess Officer is responsible for ensuring they review all participant paperwork for any dietary restrictions or food allergies and creating an alternative menu for these participants. They will need to work in conjunction with the senior Executive Officer and/or Encampment Commander when planning food orders or catering costs so that everything is within the budget. The Mess Officer reports to the Executive Officer. Below is the description given to the cadets for Mess:

The Mess OIC handles preparation and distribution of food for the encampment. They work with the Senior Mess Officer to feed the encampment. The Mess OIC reports to the C/XO.

Duties and responsibilities:
• Discusses the menu for the week of encampment with the Senior Mess Officer
• Plans meal prep times with Senior Mess Officer in conjunction with scheduled meal times
• Preps all food for all meals
• Preps all drinks for the encampment
• Meets daily with the C/XO
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Public Information Officer/Mentor (PIO)

Minimum Qualifications:
1. Complete Level I of the Senior Member Professional Development Program
2. In the Public Affairs Duty Assignment and enrolled in the Public Affairs Specialty Track

Desired Qualifications:
1. Complete Level II of the Senior Member Professional Development Program
2. Technician Rating in Public Affairs Specialty Track
3. Previous Encampment experience, CAP experience, and professional experience

Senior Member Mentor will work with the cadet PI OIC and the rest of the cadet PI staff to take photos, create newsletters, and upload photos to put on the website each day. They will help design the slide show for the end of encampment to be viewed at Dining In ONLY, and should not be published elsewhere without approval from TXWG/MAC team. The PIO will help ensure flight pictures get done, photos get uploaded, and articles are written for the CAP news or Volunteer magazine. The PIO reports to the Executive Officer. 

Duties include:
•  Generate a press release for the encampment, pre-approval by the Encampment Commander, final approval by TXWG/MAC team
•  Produce daily encampment newsletter publications (not required), pre-approval by the Encampment Commander, final approval by TXWG/MAC team
        - The newsletter may be made available to cadets attending encampment and may be emailed out by the Encampment Commander during the activity to parents
•  Take photos of all activities cadets are participating in
•  Provide the visual documentation of encampment
•  Post approved photos and videos to the cadet programs website
•  Prepare a video or slideshow for the encampment graduation dinner and provide the content to TXWG/MAC
•  Escort visitors from the media and provide information about CAP
•  Comply with CAPR 190-1 and other public affairs publications, including the activity public affairs plan and the Texas Wing Public Affairs Plan

Below is the description given to the cadets for PI:
The PI OIC handles all internal publications and external press releases through the Senior XO. The PI will record the events of encampment for sharing with cadets and parents/guardians.  The PI OIC reports to the C/XO.

Duties and responsibilities:
• Takes all flight pictures
• Takes all photos of the activity for social media following the TXWG/MAC activity plan for encampments
• Publishes a newsletter if time allows
• Records and reports on events at encampment
• Creates a slide show for dining in, not to be shared outside of encampment
• Writes an article for the CAP news or Volunteer magazine
• Meets daily with the C/XO
• Monitors and trains all subordinate staff
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Administration Mentor (Admin Mentor)

Senior Member in charge of making sure the paperwork is in order from the day encampment begins until we out-process at the end of encampment. They must be present and work with the Admin cadets during both in-processing and out-processing following the plans in place. They will review emails sent from parents prior to the cadets distributing them to the cadets barracks. They will assist in ensuring that cadets print the TXWG/MAC approved certificates provided and prepare graduation packets for all participants. The Admin Mentor will work closely with the registrar prior to encampment and do personnel roster checks and update the encampment program at encampment as needed. They will ensure certificates of appreciation are printed and given to the staff member who will present the certificate (keep in mind the dates and times these are needed may vary depending on instructors and/or presenters that may visit encampment).The Admin Mentor reports to the Executive Officer. Below is the description given to the cadets for Admin: 

The Admin OIC is the person responsible for coordinating with the C/XO, the Senior Admin Mentor, and other departments to maintain personnel paperwork, including in-processing and out-processing paperwork for all participants. The Admin OIC reports to the C/XO.

Duties and responsibilities:
• Follows the in-processing plan for all cadets, cadet staff, and seniors
• Prints and delivers all emails after review and approval from Senior Admin Mentor
• Completes all personnel related paperwork
• Maintains files securely
• Coordinates preparation of graduation packets
• Meets with Senior Admin Mentor before encampment to review SOP
• Follows the out-processing plan
• Field checks personnel rosters and ensures encampment program is updated as needed
• Distributes daily reports and feedback forms 
• Meets daily with the C/XO to keep them informed of the status of projects and problems within their staff
• Prints all Encampment Certificates and Honor Certificates
• Prints certificates of appreciation as needed
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Health Services Officer (HSO)

(4 Positions) 

HSO will see cadets with minor ailments, such as bumps, bruises, blisters, coordination of medicine administration, and aid the staff in watching for health risks common to encampment - heat stroke, dehydration, blisters, etc. They will send severe problems to the closest Emergency Room along with any paperwork needed and ensure that parents are notified and kept informed. The HSO will work with the senior Safety Officer to ensure any medical related mishaps are reported properly. The HSO reports directly to the Encampment Commander and keeps the Senior Executive Team informed as needed.  

Duties and responsibilities:
• Plans and distributes all health and safety related information to the staff and cadets
• Keeps a file on each participant with pertinent medical information
• Handles briefings on safety and health related issues
• Keeps records of medical activity
• Keeps a phone list of emergency numbers
• Keeps the medical office manned at all times
• Mentors, trains, and supervises staff

MEDICAL CARE AT ENCAMPMENT

a. “Medical Officers.” CAP is not a health care provider, so having a physician or nurse or other medical professional on staff at encampment is not required by CAP regulations. In fact, even if an encampment is fortunate enough to have a medical professional in attendance, CAP’s policy is for health professionals to provide care only in emergency situations, stabilizing the patient until private medical care or military care can be obtained (see CAPR 160-1, §6). In some states, a “camp nurse” statute affects encampments; consult the wing legal officer for guidance in those situations.

b. Role of Health Services Officers. What Health Services Officers can do for encampments, apart from providing emergency care, is to lend their expertise by advising commanders and participants on health, fitness, disease, and injury prevention topics. They are also authorized to provide training in CPR, first aid, and similar topics, consistent with their professional competencies (see CAPR 160-1, §7). In these capacities, Health Services Officers should work closely with the encampment safety officer.

c. Over-the-Counter Remedies. Non-prescription medications may be given to minor cadets as needed and according to package directions by CAP senior members, if permission has been given in writing by the cadet’s parent or guardian (CAPF 163 is the tool for this purpose; also see CAPR 160-1, §4).

Standards and Evaluations Team Mentor (SET Mentor)

(must have served as a Training Officer prior to this or be a former cadet)

This position will mentor the cadet Standards and Evaluation Team. The responsibility of the SET Mentor is to keep the team on track throughout encampment, ensure there is no favoritism, and ensure that all scoring is fair and standardized. The SET Mentor reports to the Commandant of Cadets. Below is the description given to the cadets for SET:  

The SET CC plans, standardizes, and performs all aspects of encampment evaluation. They are the commander's representatives while conducting inspections. The SET is the central point for all inspection related questions. It is not the role of SET to teach or train the cadets, but to evaluate them in relation to the standard and provide support to the staff that is doing the teaching and training. The SET CC reports to the C/CC.

Duties and responsibilities:
• Sets encampment uniform inspection and barracks standards through the Standard Operating Instructions (SOI)
• Acts as a focal point and resource for all uniform, knowledge, drill, and barracks related questions
• Upholds the highest standard of uniform wear, barracks arrangement, and customs and courtesies
• Updates and implements the positive scoring system for inspections
• Updates inspection forms for daily use
• Coordinates with the C/DC to develop daily knowledge requirements for distribution to the flight staff
• Coordinates with the C/DC to develop daily drill requirements, which will be used for drill competition
• Provides briefing for staff on barracks standardization
• Meets daily with C/CC and C/DC to keep them informed of the training progress of the students and flights
• Performs inspections during each training day of barracks rooms
• Sets expectations with a mock inspection demonstration within the first day of encampment, explains what the cadets should look for, and common mistakes
• Informs the C/DC and C/DC of the daily honor and warrior flights as well as order for chow
• Discusses with flight staff how they did in inspections, what kinds of mistakes were made, and how they can improve
• Ensures that communication flows from the SET to ALL relevant members of staff in a timely manner
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Firearms Officer (FA Officer)

Must have extensive experience in firearms, specifically rifles. Certifications, medals, badges, NRA experience, etc. is preferred (please be sure to include all of this in the qualifications or skills section of the application). Needs to have experience working on a military range and with range control. Will assist the cadets on FA in creating and presenting a safety presentation to all participants, plan brief for out on the range, and be prepared to debrief daily. Cadets may not get the opportunity to complete a full round for proper NRA qualification scoring as this is just an introduction for the cadets and it is important that the proper safety procedure are foremost and the schedule is followed as closely as possible. The FA Officer needs to ensure that all range needs are met per the base or range operations required for the location utilized. The FA Officer reports to the Executive Officer, but may on occasion need to report directly to the Encampment Commander concerning facility needs or safety concerns related to the location. Below is the description given to the cadets for Firearms:

The FA OIC works with their Senior Firearms Officer to prepare the cadets and staff to be on the firing line at the encampment.  The FA OIC reports to the C/XO.

Duties and Responsibilities:
• Plans firearms brief for encampment with Senior Firearms Instructor oversight
• Cleans and sites all .22 rifles before the cadets use them
• Cleans all rifles before storage after encampment
• Ensures rifles have trigger locks and case locks daily when not in use
• Helps with safety on the range, must have 1 spotter for every 2 shooters
• Assists Senior Firearms Officer score targets before sending them to admin
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner    

Logistics Mentor (Log Mentor)

Senior Member in charge of Logistics and working with cadets to inventory and issue items in logistics to cadets and get them returned at the end of encampment. The Logistics Mentor is responsible for all requisition forms for items that may need to be purchased at encampment. These forms must include the item needed and a justification for using encampment funds on the items. They must also be approved by a senior executive member to be named by the Encampment Commander. The Logistics Mentor is also responsible for creating a list of all Cadet Programs/Encampment items that are needed from TXWG/HQ and ensuring they are loaded in the U-Haul for encampment. They must work with the XO to come up with a plan for both getting the U-Haul to and from encampment and loading and unloading at TXWG/HQ. They should work with the entire encampment team to ensure that all items that can be purchased prior to encampment are (with approval) and things like shirts, ice trailers, coins, etc. are purchased prior with enough time to receive everything before encampment. The Logistics Mentor reports to the Executive Officer. Below is the description given to the cadets for Logistics:

The Log OIC is responsible for all logistics needs of the entire encampment. Provides support for all activities related to any school involved in encampment. The Logistics OIC reports directly to the C/XO.

Duties and responsibilities:
• Responsible for loading and unloading the U-Haul
• Inventories all supplies Cadet Programs has and determines if anything needs to be purchased for this encampment based on what Cadet Programs has
• Plans, budgets, and coordinates all supply needs for the encampment
• Meets any immediate and routine supply requests after Senior Executive approval and add to inventory once purchased
• Coordinates with Department OICs, Sqdn CCs, and Instructors to determine needs and wants
• Ensures proper sign out of all issue items in inventory
• Ensures department specific items are distributed to their areas
• Ensures encampment has adequate cleaning supplies, toilet paper, paper towels, etc.
• Mentors, trains, and supervises staff
• Meets daily with the C/XO
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Transportation Officer (Transpo Officer)

Senior Member in charge of working with the cadets and senior members to get vans and make sure that they are available for encampment activities and that we have a van when the schedules call for it. You must be familiar with WMIRS ground sortie entry and be able to assist drivers prior to arrival to encampment, putting in sorties   

Below is the description given to the cadets for Transportation: 

The Transpo OIC is responsible for ensuring daily inspections are completed to standard prior to usage. All paperwork must be filled out and updated for use during encampment. Vans should be signed into the mission prior to arrival by the driver. All vans should be cleaned and fueled before the end of encampment. The Transpo OIC reports to the C/XO.

Duties and responsibilities:
• Determines how many vans are coming to and staying at encampment before it starts
• Develops a parking plan for vans and POVs at encampment
• Determines who has a CAP drivers license - get this from the registrar
• Ensures all vans are checked in to Transpo upon arrival to encampment with a full tank of gas
• Creates sorties in WMIRS for each van, update them as they are fueled and start new sortie
• Creates relocation sortie in WMIRS for each van before they go home
• Performs the daily inspections of CAP vans using the CAPF 73
• Updates the van paperwork daily with the CAPID of someone who drove it and hours used
• Assigns the HSO a van for the duration of encampment
• Ensures vans are ready to go for scheduled events that require transportation and that drivers have been assigned
• Prior to the last day, washes each van and ensures the interior is clean
• Keeps all CAP van keys in one location for drivers to sign out
• Creates a check in/out procedure for all vans
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Communications Mentor (Comm Mentor)

Senior Member responsible for getting radios from groups and squadrons to the encampment, issuing radios to seniors and cadets, works with the cadets to develop a communications plan using new Motorolas, Johnsons and ISR, and can fix minor problems. If there is a need for an antenna to extend the range of the radios, they should have the skill set and know how to do this safely. Comm is responsible for ensuring that all batteries get changed and that there are extra batteries for the ISRs to exchange as needed. The Communications Mentor reports to the Executive Officer. Below is a description given to the cadets for Comm:

The Comm OIC is responsible for intake, setting up, and monitoring all encampment related radio equipment. They provide the rosters and issue items to all staff members. The Comm OIC reports to the C/XO.

Duties and Responsibilities:
• Develops a plan to set up a radio system
• Meets daily with the C/XO
• Meets all encampment communication needs
• Creates and maintains a radio log
• Creates encampment communication plan
• Ensures proper care of loaned equipment and recovery at the end of encampment
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

General Support Staff Mentor (GSS Mentor)

Senior Member in charge of ensuring that the GSS team helps fill in the gaps and assist in times where more staff may be needed. It is important to remember that the GSS team is also a position in which a cadet may be pulled to fill another position due to a drop in a cadet staff member or a cadet staff member having to go home during encampment. The GSS Mentor should work closely with the Executive Officer to determine what needs may need to be filled by the GSS team and be willing to work with all other Support Mentors to accomplish any tasks that need to be done. The GSS Mentor reports to the Executive Officer. Below is the description given to the cadets for GSS:

The GSS gets a taste of everything there is to do on the support side of the house. They fill in at all areas when needed and fill in gaps as needed. They are an integral part of the staff as they see and do just about every job at encampment. The GSS OIC reports to the C/XO.

Duties and Responsibilities:
• Assists in whatever is needed, when it is needed
• Assists logistics in unloading and loading the U-Haul
• Helps set up in-processing and out processing - tables, chairs, cones, tents, etc.
• Helps set up and tear down classroom set ups as needed
• Ensures bathrooms are stocked with toilet paper, paper towels, soap, trash bags, and cleaning supplies daily (not responsible for cleaning them)
• Assists in trash removal from all areas to the dumpsters daily
• Helps mess with food service and clean up as needed
• Ensures that communication flows from the executive level to ALL members of staff in a timely manner

Note: if you accept a position, staff does not get to leave when the basics are finished, the staff stays until we have been released by the facilities