1. 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

2. 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

3. The Adjutant’s Manual is updated!

4. 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.

5. 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

6. Adjutant’s Manual Getting Started in the Database
The Unit Commander determines the authorized users.
Login using either 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.

7. 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
Color Photo
Letters of character reference
Copy of DD214 or
Statement of Service (do not copy ID)
UC Checklist
Payment

8. 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

9. “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.”

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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.

16. 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.

17. 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

18. 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

19. 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.

20. “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

21. 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

22. Adjutant’s Manual
Questions