ADJUTANT MANUAL - Cincinnati Young Marines

(8) Mail the following to: Young Marines National Headquarters, P.O. Box 70735Southwest Station, Washington, DC 20024-0735(a) Copy of the Invoice(b) Completed unit check payable to Young Marines National Headquarters - includethe invoice number in the memo field.3. Registration Fees. The National Headquarters requires registration fees for each Young Marine,registered adult, and registering adult volunteer.1) The fees are paid by unit check with dual signature or money order and paid to the order of:YOUNG MARINES NATIONAL HEADQUARTERS.2) Personal checks for registration will not be accepted. However, this is waived for new unitsin the starter kit phase.4. Social Security Numbers. Registrants may not register without providing a legitimate SocialSecurity Number (SSN) or Tax Identification Number (TIN).a. It is the only means by which to uniquely identify every adult and youth in the Young Marinesprogram.b. The national database is a secured site, protected by the same system that protects several banks.c. The unit commander shall assure adult registrants and parents and legal guardians that the unit:1) Safeguards and limits access to private information contained in unit files to include theYoung Marine Record Book (YMRB)2) Information in the YMRB is password protected and secured with access limited to key staffmembers authorized by the unit commander.3) Information is shared with the National Headquarters and is not shared with any other unit.The National Headquarters Staff’s access is limited to those authorized by the NationalExecutive Director.d. Special circumstances:1) There are several reasons why a registrant may not have a Social Security Number the threemost common are:a) Ward of the stateb) Undocumented immigrantc) Illegal immigrant (Illegal immigrants may not register or participate in the YoungMarines program).Page 6AdjutantManual 2008.indd 912/8/08 12:19:37 PM

2) Special circumstance registrants cannot be registered on-line.a) Follow the procedures for registering adults and for registering youth with the followingexceptions:b) Complete the Adult Volunteer Application with attachments or the enrollment package forYoung Marines. Leave the Social Security Number blank and circle it. This will cue theNational Headquarters Staff that this is a special circumstance registrant.c) Attach a notarized copy of the registrant’s birth certificate. If the registrant’s birthcertificate is lost, provide any court document attesting to the registrant’s legal name, dateof birth, and place of birth; ord) If the registrant is a foreign national, please attach a copy of the INS Identification Card(Green Card) or Tax Identification Number (TIN).e) Mail all of the information to Young Marines National Headquarters, P.O. Box 70735Southwest Station, Washington, DC 20024-0735:5. Unit Inventory List. The YMDBS will not allow you to re-register until you have updated your unitinventory. All unit assets must be listed on the unit inventory list to include assets listed on your lastreport, but no longer in the possession of the unit because the item was disposed of, lost or stolen.Provide the applicable information in the table of the report. Assets are any durable item of valueowned by the unit, such as:1) Office Equipment—Computers, typewriters, telephones, FAX machines, copiers, etc.2) Other Equipment—Refrigerators, generators, microwave ovens, drill rifles, musicalinstruments, televisions, cameras, etc.3) Vehicles—Buses, vans, automobiles, boats, trailers, etc.4) Camping Gear—Tents, sleeping bags, packs, canteens, ropes, etc.6. Re-registration. Every Young Marine unit must re-register each year online through the database.The unit re-registration period is from 1 August to 30 September. Units may not re-register unlessthey are in good standing and current with all monthly financial reporting requirements(Monthly reporting information can be found in the Paymaster Manual). Unit re-registrationmust be completed no later than 30 September. If a unit fails to meet the re-registration deadline,the unit’s charter is automatically suspended without notice. Delinquent units are prohibited fromconducting or participating in any activity or event involving Young Marines until the unit is properlyre-registered.Re-Registration Instructions:1. From the Main Menu click RegistrationVerify/ Update your Unit Demographics. Click SavePage 7AdjutantManual 2008.indd 1012/8/08 12:19:37 PM

2.Next Screen: Submit Current InventoryClick on: Click Here To Update InventoryReview/Update Inventory, then click Submit Inventory3.The next screen is a list of all Young Marines and registered adults in your unit:Click Re-Register or Discharge for each name, then, click on SUBMIT ******Please review carefully before you Submit! ****An invoice will be generated and the Total amount of the invoice will be due and payable.No adjustments or corrections will be made at the time of payment!4. Next Screen;Print INVOICE (includes Group Exemption Form) and REGISTERED ADULT AGREEMENT FormsOne form for each Registered Adult on your Re-Registration Invoice will print.Each adult should verify/update their personal information, write corrections on the form andsign.The SSN is left blank intentionally; you do not need to fill in SSN. Anyone who finds theirSSN is not correct in the database should contact judy.jones@youngmarines.com to makecorrections.Mail the items following to:Young Marines National HeadquartersP.O. Box 70735 Southwest StationWashington DC 20024-0735 Registration InvoiceGroup Exemption FormRegistered Adult Agreement Forms (one for each adult in unit)Unit Check for Payment7. Young Marine Record Book (YMRB). Proper and accurate record keeping is a fundamentalrequirement for a Young Marine unit. This can mean the difference between a Young Marinereceiving credit for an achievement that may impact a promotion or award or attend one ofNational’s SPACES programs. An YMRB is opened on each Young Marine starting with enrollmentinto the program. It is the Young Marine’s official hardcopy record for all personal information andtheir achievements as a Young Marine. It is a standard letter-size tabbed file folder containing allofficial documents required in the program. The Young Marine’s name is written on the tab withblack ink—last name, first name, and middle initial. When the folder is opened the Young Marine’spersonal information forms are placed on the left interior side of the opened file folder. The reportfor the Young Marine’s online record book and documentation for awards are placed on the rightinterior side of the opened file folder.a. Left Interior Side of the YMRB.Page 8AdjutantManual 2008.indd 1112/8/08 12:19:37 PM

1) Young Marines Enrollment Form (YMFORM 1)2) Young Marines Emergency Contact and Medical Consent Form (YMFORM2)3) Young Marines Contract and Obligation (YMFORMs 3 and 3A)4) Young Marines Photo Release Form (YMFORM 4)5) Authorization for Medical Treatment (YMMEDFORM1)6) Permission to Dispense Prescription Drugs (YMMEDFORM2)7) Health History (YMMEDFORM3)8) Physical Examination Form (YMMEDFORM4)9) Sick Bay Log (YMMEDFORM5)10) Medication Incident Report (YMMEDFORM6)11) Injury Report Form (YMMEDFORM7)12) Attending Physician’s Statement (YMMEDFORM8)b. Right Interior Side of the YMRB1) Young Marines Administrative Remarks Form (YMFORM5)2) Printed copy of YM Record book (formerly called profile in Forms and Reports) fromYMDBS (Must be updated quarterly in hardcopy, old copy to be given to Young Marine ordisposed of by shredding)8. Safeguarding the YMRB. The adjutant is responsible for safeguarding record books. It is veryimportant to safeguard the YMRB because Young Marines and their families provide confidentialinformation for the benefit of the unit commander. Personal privacy and information given inconfidence must never be breached. Keep record books in a secure place such as a locking filebox or cabinet. When the record book in not in a secure place, it must be in the possession of theadjutant, unless requested by the unit commander or executive officer in the performance of theirduties. Record books must be on hand at every drill or YM activity.9. YMRB Management. Keep record books up to date. Interview Young Marines regularly and reviewthe YMRB to ensure that changes are properly recorded. The adjutant must anticipate what activitiesand events on the unit-training schedule will require documentation in the YMRB. Ensure papercopies of any documentation (i.e. report cards, sport certificates, etc ) turned in by Young Marinesare kept in the YMRB and if applicable inputted into the YMRB online. Check documentationsubmitted with the Awards Manual to see if a ribbon is warranted.10. Surrendering the YMRB. The YMRB is the property of the Young Marine and his/her parent, notPage 9AdjutantManual 2008.indd 1212/8/08 12:19:37 PM

the unit. In the event the Young Marine moves or transfers to another Young Marine unit, the unitcommander will surrender the YMRB, in its entirety, to the Young Marine’s parent or legal guardian.A copy of the YMRB with the most up to date database record book information must be kept for atwo-year period.11. Maintaining Young Marines Record Books (YMRB) On-Line.a. All the YMRB forms can be created, updated, and printed from the Young Marines DatabaseSystem. Once the Young Marine’s information is placed in the system, the unit can updateindividual Young Marine’s personal and performance information in the YMDBS. Units mayalso print Young Marine identification cards and certificates.b. Detailed instructions on Record Maintenance are available by accessing the “Help” in the YoungMarines Database System. Note: If a Young Marine attends a Leadership School it is the units’responsibility to enter the PFT scores and any awards received.c. Do not be afraid to go into the database and explore. As long as you do not hit save or submitnothing will be changed. If you mistakenly hit save or submit send an email with a detailedexplanation of what occurred to YMDBS@aol.com.12. What Goes Where in the Record Book? Is it community service or an outside activity or unitactivity? What is a personal award? Let’s define what these are and then we will list examples thatfall into each category.a. Definitions1) Community Service - Services volunteered by individuals or an organization to benefit acommunity or its institutions.2) Activities (Formerly - Outside Activities) – any activity the Young Marine participates inwhether it is affiliated with the Young Marine program or not.3) Non-YM Award (formerly Personal Awards) – Any award given to a Young Marine outsidethe Young Marine programb. Examples:1) Community Service – parades, park clean up, color guard2) Activities – encampments, sports, summer programs (SPACES, ACE or National Director’sSpecial Programs), youth group3) Non-YM Award – National Honor Society, Proclamations or Citations from state or localgovernment officials, Presidential Volunteer Service Award.13. Forms - Adjutants are required to keep on file an original of all National Headquarters forms*. Someof these forms are located in the back of this manual for your reference. The forms are:Page 10AdjutantManual 2008.indd 1312/8/08 12:19:37 PM

Federal Tax Identification and 501(c)3 letterAdult Volunteer ApplicationYMFORM1 – Personal InformationYMFORM2- Emergency Contact InformationYMFORM3 & YMFORM3A– Young Marine Contract and ObligationYMFORM4 – Photo/Video/Film ReleaseYMFORM5 – Administrative Remarks LogYMMEDFORM1 & YMMEDFORM2 – Authorization for Medical TreatmentYMMEDFORM3 – Health HistoryYMMEDFORM4 – Physical Examination (To be completed by physician)YMMEDFORM5 – Sick Bay LogYMMEDFORM6 – Medication Incident ReportYMMEDFORM7 – Injury ReportYMMEDFORM8 – Attending Physician’s StatementChange of Command NoticeOfficial Termination of Unit FormUnit Transfer Request FormSpecial Events QuestionnaireManual Change Request*Additional forms are located in the YMDBS under Library – Unit Assistance or YM Forms. Updatedforms can be found on the database or the website.The following forms must be updated annually or as required by change in information to includeupdating the information in the YMDBS: YMFORM1 – As required by change of informationYMFORM2 – As required by change of informationYMMEDFORM1 – Must be updated annuallyYMMEDFORM2 – Must be updated annuallyYMMEDFORM3 – Must be updated annuallyYMMEDFORM4 – Physical Examination – Must be updated annually on or about enrollmentanniversary date.Medical Insurance Card – (Copy of front and back of card) – as required by change ofinformation14. SPACES/ACE Process - Slots fill quickly – Be Prepared and Register Earlya. Visit the website after December 1st for events, descriptions and requirements.1) www.youngmarines.com2) Click on Adult Leaders3) Scroll down to SPACES - Application information, requirements, deadlines and fees hereNOTE: Application fees are non-refundable. The application fee is not a deposit fortravel or any portion of the event. It is an application fee period. Other fees may applyand will be noted on event descriptions.Page 11AdjutantManual 2008.indd 1412/8/08 12:19:37 PM

You will be brought to the screen below (fig.1)(Fig 1)a) By selecting one of the event links it will take you to the event description, qualification andrequirements.b) By selecting Application Process you will be taken to these instructions.b. Ensure the online record books are up to date especially with requirement information.1) Enrollment date2) Rank3) Schools (can only be entered by National Headquarters Training Department)4) PFT scores5) Any additional requirements as listed in event descriptionsc. Check the calendar on the website to see when SPACES/ACE registration begins, restricted periodends, and when registration end.(Restricted period only lifts the number of Young Marines each unit may register. It does not liftthe requirements each Young Marine must have.)d. Registration period begins1)2)3)4)Log in to the database www.YMDBS.orgClick on SPACES or ACESelect the event you wish to register a Young Marine or Adult forClick on register next to the name of the person you wish to registera) A note will pop up if the Young Marine does not qualify for the eventb) A pop up box will appear if this is the first time you are registering this person(1) Verify the information is correct(2) Ensure a valid email addressPage 12AdjutantManual 2008.indd 1512/8/08 12:19:38 PM

(3) You do not need the username and password at the top of the box(4) Click on savec) You will be brought to a page that asks if you wish to register or cancel this request.5) Once you have registered the person for the eventa) You will see the list of eligible persons.b) Next to the name of the person you registered you will see submitted.e. National Headquarters will process each request in the order they are submitted.1) Deny – If the applicant does not meet the requirements2) Pending – If the applicant meets all the requirementsOnce set to pending you will be sent an email to the address listed in the database for the one whoregistered the applicant and you will receive a notice on the home page of the database (fig. 2).(Fig 2)Once the applicant is set to pending you have 15 days to download all of the information, completeit and send the entire package to National Headquarters.a) You can access the information by clicking Your Unit has new Event Confirmationsclick HERE to view them on the home page (fig. 2). You will only be able to access thislink one time. See next step if you need to go back in to retrieve paperwork.b) Or you can access the information by selecting Spaces, select event, select schedule nextto the name (fig. 3)Page 13AdjutantManual 2008.indd 1612/8/08 12:19:38 PM

(Fig. 3)3) Download all paperwork listed (fig. 4) and make sure you click on the invoice icon anddownload that as well.(Fig. 4)f. Mail complete applicant package within 15 days to National Headquarters.1) Applicant package includesa) Applicationb) Unit Commander Checklistc) Travel Profile Formd) Copy of online Record Book (Forms /Reports, Young Marine Record Book)e) Additional Forms required for eventf) InvoicePage 14AdjutantManual 2008.indd 1712/8/08 12:19:39 PM

g) Unit check –One check per applicant package (do not write one check for multipleapplicant packages), money order or credit card (credit card information to be written oninvoice)2) Mailing Addressa) USPSYoung Marines National HeadquartersAttn: SPACES/ACEPO Box 70735Southwest StationWashington, DC 20024-0735b) UPS/FED EXYoung Marines National HeadquartersAttn: SPACES/ACE2770 Enterprise Way Ste 106Anacostia AnnexWashington, DC 20373-5810g. Once received, the training department will review the package to ensure that all the informationis completed and correct.1) Denya) Missing signatures or initialsb) Missing paperworkc) Unit check missing a signature (two signatures required) or check is made out for multiplepackages.2) Confirma) Will confirm in the database and name will be placed on the websiteb) Guarantees spot at eventh. At the close of SPACES/ACE a letter will be sent to parents and Young Marines to congratulatethem and provide information on the next steps in the process which include travel, where to findthe gear list, etc.i. Important Information1) Application fees are non-refundable.2) Ensure Young Marine meets all requirements prior to applying for an event.3) Young Marines must have at least one year left in the program to attend SPACES/ACE. Seethe RAM for more information on Youth Membership.Page 15AdjutantManual 2008.indd 1812/8/08 12:19:39 PM

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Change of Unit CommanderUnit:Location:Prior UC:New UC:Shipping Address :I assumed the position of Unit Commander of theon . The change in command is the resultof a regularly scheduled election held on where of the registered adults presentvoted I assume the role of Unit Commander.I have updated all my Unit information in the Young Marines Data Base System including the Unit's shippingaddress, phone number and email. I have also verified my home address, home phone number and emailaddress are current.Please Sign Statement Below:I accept the position of Unit Commander of theYoung Marines located inI understand that it is my responsibility to follow all policies and regulations of the Young Marines NationalHeadquarters.I have read th

It’s the system that reports the activities of Young Marines, records their scores, records their awards, registers and re-registers the unit and all of its members. It is through your knowledge and implementation of the Young Marine administration network that ensures that the newly registered Young Mar