1. DIVISION 2 ADJUTANT TRAINING CLASS

2. INTRODUCTIONS DIVISION 2 COMMANDER DIVISION 2 EXECUTIVE OFFICER
REGIMENTAL COMMANDERS
BATTALION COMMANDERS
Pledge of Allegiance, if the Colors are in the Conference Room.
Add National Young Marine of the Year, although she would disappear with the Young Marines.

3. WHAT YOU CAN EXPECT TODAY
DETAILS ON EACH TAB IN THE DATABASE
QUESTION AND ANSWER PERIOD AFTER EACH TOPIC DISCUSSED
2 MORNING AND 2 AFTERNOON BREAKS
LUNCH PROVIDED BY DIVISION COMMANDER
DIVISON COMMANDER QUESTION AND ANSWER PERIOD
REVIEW OF THE DIVISION 2 YM SYMPOSIUM GOING ON NEXT DOOR

4. Who has NOT had the pleasure of working in the database?

5. HOW MANY ADJUTANTS ARE IN THE ROOM?

6. WHO HAS ACCESS TO THE DATABASE?
Whoever the Unit Commander determines needs access. He/She sets the access level which can be:
Unit Commander Access
XO Access
Adjutant Access
Unit staff Access
Limited Access

7. WHAT IS AN ADJUTANT?
One of the most important jobs in any organization is the one that belongs to the adjutant…the person responsible for ensuring that the administration is correct and up-to-date. In the Young Marines, it’s the person responsible for all database entries and record keeping.

8. DUTIES AND RESPONSIBILITIES

9. Registering new Young Marine recruits
Submitting Volunteer Applications
Completing re-registration annually
Maintaining and updating the YM Record Book both in the database and the hardcopies all while safeguarding the hardcopies
Maintaining all master files of all NHQ forms and documents, unit correspondence, awards, promotions, discharges and by-laws

10. Preparing award certs, promotion warrants, discharges, minutes of meeting and elections, rosters and special event forms
Managing the units inventory
Other duties that may be assigned by the unit commander

11. Now that I know what I am supposed to do, how do I find the time and how do I do it?

12. TIME MANAGEMENT
Entering info from a regular drill takes about 5 minutes, community service takes about 7 minutes, PFT’s take about 15 minutes. You should enter things as they happen.
When can you do it?
During drills (if you have internet access)
Immediately after drills
While watching TV
Emphasize making entries during drills. When we wait, we have a tendency to forget.

13. But I still don’t have time……..
Just as you schedule doctors appointments, dinner with friends, parties, etc. Set a day and time on your calendar and sit down and do it. The longer you put it off, the harder it is to remember details and the better chance you have in forgetting who did what. If you still need help in scheduling time to do the work, see me on a break and I will give you some other pointers.
Remember, it’s all about the Young Marines!

14. WHAT SHOULD I ENTER INTO THE DATABASE?
EVERYTHING!

15. WHERE DO I PUT ALL OF THIS GREAT STUFF OUR YOUNG MARINES ARE DOING?????

16. Everything should fall into one of these catagories:
DATA ENTRY
PFT’S
YM AWARD
YM AWARD BATCH ENTRY

17. DATA ENTRY
Unit Activities – is everything you do as a unit. Drills, community service, parades, encampments, etc.
Select All Young Marines and All Registered Adults
Select Add New Unit Activity Record
Fill in the info, select the YM and RA that attended
Click Save

18. Community Service – anything you do as community service
Community Service – anything you do as community service. You can enter this for 1 or all YM and RA’s.
*****IMPORTANT*****
When you enter community service under unit activities, you must also enter it here.

19. Drug Demand Reduction – anything you do that is DDR related
Drug Demand Reduction – anything you do that is DDR related. You are to have 3 hours per quarter per YM.
Select All YM and ALL RA’s
Enter the details
Select the YM and RA’s that participated
Click Save

20. Add New Training Subject Record Select the Training Subjects
Training Subjects – As a YM becomes proficient in a Performance Objective or Enabling Objective:
Select All YM
Add New Training Subject Record
Select the Training Subjects
Check the YM you are entering the info for
Click Save
DON’T FORGET TO ENTER THE GUIDEBOOK COMPLETION AT THE END OF EACH GUIDEBOOK

21. Non YM Awards – any award your YM earns that is not listed in the awards section. For example: Meritorious Masts, Spelling Bee Winner, Perfect Attendance at school, Sports Awards, etc. This is your place to brag about them and all of their accomplishments in as well as outside of Young Marines!

22. Outside Activities – anything you do as a unit that is not at your regular meeting place. Encampments, Community Service, Parades, etc. It is also for your Young Marines that do SPACES, National Director Special Programs, etc. If you enter something under community service or a unit activity that is held outside of your normal meeting place, it also goes here in addition to the unit activities. Data is entered the same way as unit activities.

23. Leadership Assignments – billets your YM fill
Leadership Assignments – billets your YM fill. Remember that once a YM reaches the rank of a YM LCpl, they are required to fill billets in order to be promoted to the other ranks.
Leadership Schools – entered by NHQ. If you don’t see the entry within 1 month of your YM completing a school, the training department.

24. Promotion Exams – Your YM are required to take a promotion exam as they change books. The promotion exam you are to use is the one from the database, you are not to make up your own.
Select Promotion Exams
Add New Promotion Exam Record
Record the details
Click Save

25. Basic Guidebook National Exam Minimum of 50 questions – 70% required to pass. Junior Guidebook National Exam – Minimum of 50 questions – 75% required to pass. Senior Guidebook National Exam – Minimum of 50 questions – 75% required to pass. Advanced Guidebook National Exam – Minimum of 100 questions – 80% required to pass.

26. To download a promotion exam go to: National Exams Select Test Level Generate New Test Print If you have more than 1 YM taking a promotion test, they both must have the same test.

27. Rank – to be entered AFTER a YM has met the promotion requirements found on the promotion chart and BEFORE a promotion board and ceremony to ensure the YM is truly eligible for promotion. Meritorious Promotions are only for your Honor Graduate of your recruit series -OR- By National Headquarters Approval via Division Commander or Deputy Directors request

28. Emphasis on the importance of “attention to detail
Emphasis on the importance of “attention to detail.” The lack of could impact a Young Marines inability to participate in SPACES, selection to Young Marine at a higher level, etc.

29. PFT’S You can enter information 2 ways: By YM By PFT Imports
REMEMBER, A PASSING PFT IN THE FIRST ½ OF THE YEAR AND THE SECOND ½ OF THE YEAR IS A REQUIRMENT FOR SCHOOLS AND SPACES EVENTS

30. Click on PFT Select YM Add New PFT Entry - A YM can be excused from a PFT or a specific event with a doctors note or if they are unable to do the event for medical reasons. - Check the excused box and enter a reason in the notes. The YM will receive a 50% for this event. Click Save

32. AWARDS
YM Award – for individual awards YM Award Batch Entry – when more than 1 YM has earned an award. You can only enter awards at the unit level. Battalion Commanders and up will enter awards a YM has earned at the appropriate level.

33. Select YM Add New Young Marine Award Enter Details
Select YM Add New Young Marine Award Enter Details. Brag a little bit about why a YM has earned an award. For example, if a YM has earned the Community Leadership award, be sure to say “for outstanding leadership as the captain of the Parkville High School boys soccer team. Led the team to the Maryland State championships.” Save

34. Print the ribbon rack to use so your YM know what there ribbons are to look like. Use this for your Senior YM when doing a uniform inspection. Not sure what they have earned……. keep your Awards Manual (either a hard copy or the app on your phone/computer).

36. YM MATRIX
The YM Matrix is a new tool. You can access this to check the status of awards and billets for promotion purposes, status on community service hours, DDR for the current quarter, PFT for the current period.

37. ACTIVE VS. INACTIVE STATUS
Your YM and RA’s will show as active unless you move them to inactive status.

38. WHEN SHOULD YOU MAKE A YM INACTIVE?
When they don’t come to regular scheduled events, have decided to take a break, etc. Why? So you have less YM to work with in the database making entering data go quickly. Gives accurate statistics to Higher Headquarters.
Also allows you to focus on the Young Marines who do attend training regularly. Effort put forth where it is due!
You can also suspend Young Marines for periods of time when they misbehave, etc. Unit Commander and staff can make the call.

39. Inactive vs. Discharge
Inactivating a Young Marine allows them to come back at any time or transfer to another unit easily and there is no cost. Discharging a Young Marine means they are no longer a part of the program and in order to get them back on a roster, there is a $20 fee.

40. Inactivating RA’s
The Unit Commander can move a Registered adult to inactivate status at any time for any reason. This only means, they do not show up on your active roster. They still have voting rights and privileges. The only way to remove them permenantly is to ask higher headquarters for them to remove them or don’t re-register them.
Permenantly, spelling….

41. To move a YM or RA to inactive status:
Click on Record Maintenance
Select Registered Adult or Select Young Marine
Click on Inactivate

43. TRANSFERRING A YM
A Young Marine can transfer to any unit at any time for any reason. The Hard Copy Record Book is to be turned over the YM as the leave a unit. The new Unit transfers the YM into their unit. If a YM has been discharged, you will need to re-register them and submit $20 to cover the cost.
Both Unit Commanders must be made aware of the transfer, no paperwork is necessary.

44. To Transfer a young marine from another unit into your unit or to re-enroll a Discharged Young Marine follow these steps
1. Go to Main Menu/Registration
2. Enter the last name, first name and SSN only

45. 3.Click on the blue "Check" button This checks to see if the child is already registered the system, if so, the next screen will display the last enrollment data entered in the database for that child.
4.When the Young Marines name and information is displayed click SELECT to continue

46. 5. After verifying the demographic information click SAVE to enroll
5. After verifying the demographic information click SAVE to enroll. Or if you believe this Young Marine name match may be incorrect, then click CANCEL.
6. If the registration is current the name will be added to your Unit List and no invoice will be created.
If the registration has expired, the name will be added to the Registration Roster, and an invoice will be created after you click Submit.

47. TRANSFERRING AN RA
In order to transfer a Registered Adult into or out of a unit, a form must be signed by both Unit Commanders and submitted to NHQ. This form can be found in the Library and is titled Transfer Request – Registered Adult

49. CHANGE YOUR MEETING PLACE?
If you change your meeting place or mailing address, be sure to change it in the database.
Unit Management
Demographics
Make necessary changes
Save
Location can affect Battalion and Regimental assignment.
You can also change your address by clicking on User Profile.

50. GEAR STORE Here you can: Shop View previously submitted orders
See your pending orders – you must promote your recruits before you can submit the pending order for this to be shipped
If you shop, pay your invoices on time. Not paying / keeping up with your invoices can get you locked out of the database.

51. FORMS/REPORTS
Need a promotion warrant, certificate of appreciation, award certificate? Look here. Need a form? Look here. Need a detailed report on attendance or community service? Look here.

52. LIBRARY
Anything you may need can be found here. If you can’t find what you are looking for Judy Jones at for assistance.
Stress, Stress, Stress.

53. SCHOOL ELIGIBILTY MATRIX
Used when verifying a YM is eligible for JLS, SLS or ALS. Enter the date of the start of the school, check the YM you want to send and hit Save.

54. If there is a NO in any of the columns, that YM is not eligible for the school. Do not submit their name as they will be denied and will not be able to reapply (for National SLS and ALS). You may need to go through and make sure they aren’t missing anything. If you do and find nothing missing, contact Judy Jones for assistance.

56. NEED YM FOR STAFF FOR A MULTI UNIT EVENTS?
Once you know what units are attending your events, check that units roster for names of YM, rank and age. There may be someone in a unit that you are not aware of.

57. AWARDS
There are a lot of awards your Young Marines can earn. How do you keep track of them?