Volunteer Applications Adjutant’s Manual With Patricia Borka Training Subjects Ask the Adj Recruit Registration The Go-To Guru PFT’s Volunteer Applications Record Maintenance Unit Mgmt Data Entry Unit Activities Rank Community Service Database Ninja Awards Attendance

Adjutant’s Manual Today’s Objectives: Understand the role of Adjutant within a Young Marines unit through review of the manual Duties and responsibilities of the Adjutant Understand database and information management Managing paperwork

The Adjutant’s Manual is updated!

Adjutant’s Manual Adjutant – One of the most important positions in the Young Marines unit is the position of Adjutant. The Adjutant is responsible for ensuring that the administration is correct and up-to-date. In the Young Marines (YM), the Adjutant is the person usually responsible for most database entries and record keeping.

Adjutant’s Manual Administration Proper administration is a measure of the health and wellbeing of a unit. The Adjutant is responsible to and appointed by the Unit Commander Duties include Registers new YM Recruits Maintains Young Marines and Registered Adults Record Books in the Young Marines Database System (YMDBS) SPACES registrations and applications for YM’s and RA’s Communications between RA’s, YM’s, parents and community Adjutant may be assisted with data entry

Adjutant’s Manual Getting Started in the Database The Unit Commander determines the authorized users. Login using either www.ymdbs.org or members.youngmarines.com/login. Registration: Adults and youth may not actively participate in any Young Marines meeting, activity, or event until they are registered. Adult Volunteers must complete the Volunteer Application and Background Check process.

Adjutant’s Manual Adult Application and Background Check Adult Volunteer Application must include: Full legal name Date of birth Social Security Number Phone numbers, mailing address and email Color Photo Letters of character reference Copy of DD214 or Statement of Service (do not copy ID) UC Checklist Payment

Adjutant’s Manual Background Check NCSISafe.com Self Registration Letter Paid by applicant Do not include with application Mail application to YMNHQ Once received, the adult will be added to the YMDBS Check status in Record Maintenance Incomplete or incorrect application will be returned to unit All application must be approved by NED or Deputy Director

“We will never forget that this program is for the youth.” Adjutant’s Manual Youth Enrollment Package Parent is required to provide a copy of: Medical Insurance Card, front and back Tricare users can request a proof of coverage letter Immunization Exemption, if applicable Social Security cards and birth certificates are to be viewed for verification purposes only, then returned to the parent/guardian. Copies will not be kept on file. “We will never forget that this program is for the youth.”

Adjutant’s Manual Register the Young Marine in the Database Recruits must be registered prior to training Follow the steps provided Repeat for each Recruit Input ALL information, including Emergency Contacts Must Submit the Registration Roster to complete the registration of Recruits. Transfer or Re-register a Young Marine Click the Check button Enter any or all information, click Find Select YM to transfer or re-register

Adjutant’s Manual Registration Fees $20 (subject to change) Paid by unit check, money order, or unit debit card Personal checks not accepted (with the exception of new unit start-ups) Social Security Numbers Members must be a legal resident of the United States Must provide a legitimate Social Security Number, Alien Registration Number or Tax Identification Number

Adjutant’s Manual Re-registration 1 August to 30 September Must be compliant and in good standing Once submitted, NO ADJUSTMENTS WILL BE MADE TO THE INVOICE Must submit the Group Exemption and RA Agreement Forms Please send a complete package

Adjutant’s Manual Young Marine Record Book Hardcopy - What goes inside? Everything! Left Side Forms Right Side Admin Remarks Awards (non-YM) Certificates (non-YM) School Report Cards Community Service letters Articles and reports Etc. Safeguarding the YMRB Kept in a locking file box or cabinet In the possession of the Adjutant unless requested On hand (physical or electronic) at every activity

Adjutant’s Manual YMRB Management Keep records up to date Surrendering the YMRB Property of YM parent/guardian Must be surrendered Keep copy for 2 years After 2 years, destroy by shredding or burning Printed copy of YM Record Book from YMDBS no longer necessary What goes where in the database? Unit Activity, Community Service, Non-YM Activities, Non-YM Awards

Adjutant’s Manual Unit Management Unit Awards YM Unit Awards entered by YMNHQ, Division, Regiment or Battalion Non YM Unit Awards entered by unit Authorized Users UC, XO, Adj access Demographics UC & XO changes and elections Inventory Invoice History Rust Insurance Any activity taking place away from primary drill location listed in demographics.

Adjutant’s Manual Record Maintenance Select RA Landing Page Select YM Landing Page Individual records can be viewed and maintained Data Entry Almost all activities will be entered using this menu item.

Adjutant’s Manual PFT’s Excused only used for medical reasons. Every passing score earns a ribbon award Individual entry or Import YM Awards Individual or batch entry YM Status Matrix Tracks the perishable items YM Promotion Matrix Track a YM’s progress toward their next promotion

Adjutant’s Manual Discharge a Young Marine Two types of Discharge (RAM 9: 5-6) YM Discharge TIP more than 1 year but less than 5 No serious disciplinary infractions YM Retirement At least 5 years of consecutive service At least 2 Good Conduct Awards DDR ribbon appropriate to current rank

Adjutant’s Manual SPACES Plan Early! Announce SPACES events when catalog comes out in October Use the suggested steps for announcing events Explain what the application fee includes and what it does not Ensure availability prior to registration Ensure YM meets qualification requirements in YMDBS Review Registration, Application, Pending, Confirmation and Travel processes with parent/guardian.

“I have a question. Who is the right person to ask?” Adjutant’s Manual “I have a question. Who is the right person to ask?” Unit Administration, National Awards, and Command (Div 1,2,3) Joe Venable, Deputy Director DDR, DEA Awards, Project Alert, Unit Administration, and Command (Div 4,5,6) Joe Lusignan, Deputy Director West, DDRRO Special Events and National Director’s Special Programs Robert Borka, Director of Operations

Adjutant’s Manual Adjutant Duties and Responsibilities and Database Administration Patricia Borka, Director of Administration Training, DOM Awards, Awards Manual, YM Guidebooks, and SPACES Michael Guiles, Director of Training Alvin Hendricks, Training Coordinator Young Marines University Stephanie Guiles, Director of Education Invoices and Payments Mike Tracy, Director of Finance

Adjutant’s Manual Questions