ETS-SP Program Guide

ETS-SP Program Guide February 2021

About the Expiration Term of Service Sponsorship Program (ETS-SP)

The ETS Sponsorship Program connects transitioning service members before they become

Veterans to VA-certified sponsors and community services in their post-military hometowns.

Modeled after military sponsorship programs familiar to both service members and Veterans, the

ETS-SP is centered on the relationship between the sponsor and the service member/Veteran.

Recognizing the critical role that our communities play in the transition process and

understanding the myriad of support organizations that exist to support Veteran transition, the

ETS-SP partners with community collaboratives to ensure synchronization of all efforts. The

ETS-SP approach focuses on connectedness between the service member/Veteran and his or her

sponsor- and with the community.

This guide provides an overview of the ETS-SP, as well as detailed toolkits that focus on specific roles within the program. We hope you find it helpful and informative. We appreciate your interest in our program and look forward to any questions you might have. Please contact us at [email protected] .

Copyright © 2021 The ETS Sponsorship Program 2

mailto:[email protected]


TABLE OF CONTENTS

5

5

6

8

8

8

8

8

10

13

13

13

14

14

15

17

18 19

19 19

21 21 21

22

I. IntroductionA. Purpose of the Program Guide

B. Mission, Vision and Values of the ETS Sponsorship Program

C. ETS Sponsorship Program Background and Description

II. ETS Sponsorship Program OverviewA. Operating Purpose of the ETS Sponsorship Program

B. Eligible Participants

C. ETS Sponsorship Program Coordination with the VA

D. ETS Sponsorship Program Coordination with the State

E. ETS Sponsorship Program Coordination with Community Collaboratives

F. Roles and Responsibilities

III. Program Technical AssistanceA. Introduction

B. Pre-Collaborative Assistance

C. Existing Community Collaborative Assistance

IV. SponsorsA. Sponsor Eligibility

B. Recruitment

C. Enrollment

D. Training and Certification

E. Certified Sponsors

V. Service Members/VeteransA. Outreach and Enrollment

B. Intake

C. Connection with Sponsor

D. Support

VI. The Community CollaborativeA. What is a Community Collaborative

B. Community Collaborative Mission

C. Community Integration Coordinator

D. Getting Started

E. Community Integration Coordinator(CIC) Certification 22


15


VII. The Service Member and Sponsor JourneyA. Overview and Journey Map 23

B. ETS-SP Dashboards 23

C. Matching 25

D. Getting Started 25

E. The Action Plan 26

F. Graduation and Completion of the ETS Sponsorship Program 27

G. Utilizing the Community Collaborative 28

H. ETS-SP Resources 29

VIII. ETS Sponsorship Program OperationsA. ETS-SP Memorandum Of Agreements(MOA) 30

B. Data Access Agreement 30

C. Privacy Statement 31

D. Confidentiality Policy 31

E. Unacceptable Behavior Policy 32

F. General Inquiry Policy 32

G. Media Inquiry Policy 32

IX. Program ResourcesA. Program Development and the ETS-SP Website & Dashboards 33

B. VA Welcome Kit 33

C. America’s Warrior Partnership 33

X. FormsA. Sponsor Enrollment Form 35

B. Sponsor Volunteer Contract 38

C. Service Member Enrollment Form 40

D. Service Member Intake Form 43

XI. Toolkits 50 A. Enrollment and Outreach

B. Transition Coordinator

C. Service Member

D. Sponsor

E. Community Integration Coordinator

XII. Glossary



I. Introduction

A. Purpose of the Program Guide

The purpose of this Program Guide is to provide an overview of the ETS Sponsorship Program (ETS-SP). It is intended to be used by ETS-SP team members, ETS-SP sponsors, ETS-SP Community Integration Coordinators, and other interested third parties involved in the ETS-SP program.

The first ten sections of this ETS-SP Program Guide provide an overview of our program from operations and roles and responsibilities to resources and forms. Section XI contains tool-kits, concise, how-to information on specific areas of ETS-SP. These tool-kits are intended to be stand-alone documents for the individuals concerned. A glossary of acronyms and definitions is found at Section XII.

B. Mission, Vision, Values of the ETS Sponsorship Program

Our Mission

The Expiration Term of Service Sponsorship Program (ETS-SP) successfully transitions service members/Veterans to their post-military communities in order to prepare them for their next missions. Our Vision

To build successful and sustainable transitions that bridge the “deadly gap” and lead to thriving Veterans and families. Our Values

Integrity: We pledge to adhere to the highest moral standards as we undertake the responsibility to serve our Veterans as they have served us. We pledge accountability to our Veterans and partners and transparency in all of our actions.

Empowerment: We trust communities, counties, and states to best integrate transitioning service members into their unique social fabric. We will equip our partners with the appropriate tools and resources to support this effort and create an environment that allows the Veteran and his or her family to thrive.

Compassion: We sincerely appreciate our Veterans and their families for the sacrifices they have made for our country. They have endured countless hardships that few of us will ever understand. We cannot repay them, but we can care for them. We can be with them, and we can make sure they realize what they mean to us.



Community: We will only be successful with the support of our military, our Veterans, and our local communities. Our mission is to unite and organize these efforts as we support our Veterans during their transition.

Good stewardship: We will protect the investments of time, energy, and material support shared with us by our many partners and participants. Our practices of good stewardship will ensure that we maximize our abilities to support our Veterans. C. ETS Sponsorship Program Background and Description

Background

When a service member receives orders to relocate to a new military installation--a Permanent Change of Station (PCS)--the receiving military organization assigns a PCS sponsor to the service member. The PCS sponsor assists the service member and family throughout the transition by answering questions, providing resources, and--most importantly--by showing empathy and camaraderie. When the service member receives Expiration Term of Service (ETS) orders and separates from the military, there is no sponsor assigned to them. The service member/Veteran and family settle into a civilian community and transition into this next chapter with no individual to assist them. Often, the challenges of adjusting to civilian life can be overwhelming. By establishing interpersonal relationships with our Veterans and community members, ETS-SP extends the camaraderie the Veteran experienced while in the military to his or her new life as a civilian. ETS-SP connects our Veterans with a VA certified and assigned sponsor from their new communities. The sponsor process allows our communities to care for our Veterans in a way that truly impacts the Veteran, his or her family, and the community. A successful transition results in a new corp of citizens. These new citizens are armed with leadership skills and values that they inherited from their service such as loyalty, duty, respect, selfless service, honor, integrity and personal courage. With these skills and values, the service member/Veteran will thrive in his/her new community and is more apt to give back and help make it a better place to live.

Program Description

The ETS-SP, modeled on in-service sponsorship programs familiar to the Veteran, successfully transitions service members/Veterans to their post-military communities.



What makes ETS-SP unique?

● The ETS-SP assigns trained and certified sponsors to the transitioning service member. These sponsors guide and mentor; they educate the Veteran about eligible services. They establish personal relationships with the transitioning service member. They connect the Veteran to the community.

● The ETS-SP program focuses on critical domains where Veterans may struggle after they separate from the military. A trained sponsor will advise the transitioning service member/Veteran and connect them to resources within five domains:

✓ Employment and Education ✓ Housing ✓ Family and Legal ✓ Social and Physical Fitness ✓ Medical Care

● The ETS-SP “catches” the transitioning service member before the transition. Veterans face the highest risk of suicide during their first year after exiting military service. The ETS-SP connects transitioning service members before they become Veterans to VA-certified sponsors and community services. Ideally, the service member enrolls in ETS-SP 12 months before leaving the military.

● The ETS-SP utilizes a technology-driven information set--a digital assessment of the transitioning service member--that maximizes our ability to make this transition successful. The information set--presented in the form of a “dashboard”--is accessible by the service member, sponsor, Community Integration Coordinator (CIC) and state coordinator. It provides a digital look at where the service member is physically, emotionally, and where they are in their journey to a successful transition. The dashboard is a visible means of ensuring connectedness is established and maintained over time.



II. ETS Sponsorship Program OverviewA. Operating Purpose of the ETS Sponsorship Program

We will strive to reach and support all Veterans as they transition from military service and return to our broader society. Our Veterans and their families are our family. We will treat them that way.

B. Eligible Participants

Current service members or post 9/11 Veterans (all branches, regardless of discharge status) are eligible to participate in the ETS-SP.

C. ETS Sponsorship Program Coordination with the VA

The ETS Sponsorship Program is led by the ETS Sponsorship team from Washington, D.C. and coordinated through the Department of Defense and the Department of Veterans Affairs (VA) and Veterans Integrated Service Networks (VISNs).

D. ETS Sponsorship Program Coordination with the States

The ETS Sponsorship Program depends on the chain-of-government from federal to state to county and community level. The cohesiveness and sustainability of the ETS-SP depends on the coordinated collaboration of this chain on behalf of each transitioning service member. States can work in conjunction with the ETS-SP team from Washington D.C before Community Collaboratives are formed, as they are being formed, or after they are established. The objective is to align as many useful resources as possible to support each transitioning service member as they pass from military service into civilian communities.

E. ETS Sponsorship Program Coordination with Community Collaboratives

A Community Collaborative is the term ETS-SP uses for the grassroots-level system of support for the Veteran. The focus for ETS-SP is on the Veteran/sponsor relationship at community level. We want the Veteran/sponsor relationship to work. When that relationship works, the Veteran will be connected to the community.

The Veteran/sponsor relationship is not on the military installation; it is not at the national level of ETS-SP; it is not on the ETS-SP app on your smartphone. The Veteran/sponsor relationship is in the community. That is where its success and/or failure is felt; that is who should be wholly focused on making every Veteran/sponsor relationship successful. Every community is different, but most communities have a plethora of various Veteran Support Organizations (VSOs);



more than half of our states have County Veterans Support Officers (CVSOs) at the county government level. In some states, the CVSOs are independent departments; in others, they are located in the county health and human services department. In states without CVSOs, Veterans may find support in state regional Veterans Affairs offices or VSOs. There is no national template for Veteran support for the individual Veteran in the community.

Recognizing the differences in support found across the nation, the ETS-SP refers to the local grassroots efforts to support our Veterans as a Community Collaborative . The Community Collaborative is a system whose participants are constantly moving and changing to adapt to the needs of the Veteran. These participants may include national and/or local VSOs and charitable organizations.

For example, the Veteran who leaves the military and moves to the civilian community in a particular community may find a Community Collaborative that consists of the Veterans Administration (VA), numerous VSOs, a Veteran Service Officer and other entities that can successfully assist in his or her transition. These organizations exist to support the Veteran in that particular community. These organizations, pooled together by the Community Integration Coordinator (CIC), are referred to as the Community Collaborative– because they are, ideally, all collaborating together to serve the Veterans in the community.



F. Roles and Responsibilities


ETS-SP National

Sponsor Training and Certification

Support Officer

A Support Officer is responsible for ensuring sponsor-candidates, Small Group Facilitators, and Senior Trainers are provided the necessary resources and information to conduct training sessions. Support Officers handle logistics, communication, administration, and data recording.

Senior Trainer A Senior Trainer is responsible for leading training sessions, managing small groups, teaching from the curriculum, and ensuring sponsors are certified in accordance with ETS-SP standards.

Small Group Facilitator

(SGF)

A Small Group Facilitator is responsible for leading a group of sponsor-candidates in role play activities that include establishing positive interpersonal relationships and SMART Goals, and engaging in conversations about suicide prevention. SGFs oversee the certification process within the small groups.

Training Coordinator

(TC)

The Training Coordinator is responsible for the administrative support for the assigned cohort during the training cycle, from session one through three, including the hand-off to the ETS Sponsorship Program.

ETS-SP Program Operations

Operation Manager

The Operations Manager is responsible for oversight and monitoring operations throughout ETS-SP. He/She is often in direct contact with other managers/directors within the organization and works with them to create policies to improve workflows and minimize points of friction. The Operations Manager designs and maintains clear operational guides to ensure consistency of operations, and collaborates with management to set departmental and organization-wide goals.

Operations Coordinator

An Operations Coordinator is responsible for working with ETS-SP Operations Managers to assist in observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made. Working to facilitate cross-channel feedback from the ETS-SP participants, and identifies and resolves any problems in the ETS-SP process.

Transition Coordinators

ETS-SP Transition Coordinators conduct intake phone calls with service members to confirm information and needs assessment,, and conduct follow up check of sponsor/service member match ups. Transition Coordinators provide weekly updates highlighting issues, complicated challenges, immediate needs, and unresponsive service members or sponsors.



ETS-SP National

Service Member/Veteran Outreach and Enrollment

National Enrollment Manager

The National Enrollment Manager is responsible for synchronizing the installation enrollment procedures, identifying flow and priority of installation engagement, fostering and managing relationships with installation transition personnel, facilitating initial introduction of the program to key individuals, and conducting weekly meetings with transition coordinators to discuss updates and any significant or outstanding issues. The National Enrollment Manager provides quality assurance/quality control for the enrollment process, coordinates with ETS-SP transition coordinators to track service member and sponsor relationships, and facilitates and encourages routine contact.

Community Outreach Representative

In those areas where an ETS-SP Community Outreach Representative is required, his or her responsibilities include fostering positive relationships with installation organizations such as Transition Assistance Program (TAP), Retirement Service Officer (RSO), Veterans Benefit Administration (VBA), and the installation Chain of Command. Community Outreach Representatives identify and onboard the ETS-SP Installation Outreach Representative.

Installation Outreach Representative

The ETS-SP Installation Outreach Representative’s main responsibility is to introduce the program and enroll transitioning service members. He or she develops and fosters relationships at the installation. While the exact process may vary depending on location, every location should have an ETS-SP representative at a table who informs service members and who provides computer access to enroll service members.

Community Collaborative

ETS-SP Community Integration Coordinator (CIC)

The ETS-SP Community Integration Coordinator is a partner organization or certified sponsor who partners with the ETS-SP National leadership to lead the ETS-SP efforts in a specific community. The ETS-SP Community Integration Coordinator agrees to recruit and maintain a local sponsor corps, assist ETS-SP National in enrollment/intake processes if requested, administer and support the Veteran/service member relationship, develop local support and support the state and national effort.



Veterans Administration

VA ETS-SP Coordinator

The VA ETS-SP Coordinator is a VA VISN level employee/licensed social worker who serves as the primary VA point of contact for their respective region/CIC for service members/Veterans enrolled in the ETS-SP. This coordinator ensures ease of access to relevant medical/mental health and other VA services. The VA ETS-SP Coordinator partners with the CIC to ensure smooth communication and relationships between VHA and the community, particularly collaborating communication between the VA Transition Care Management Team (TCM) and service members/Veterans. The VA ETS-SP Coordinator maintains community involvement as well as clinical expertise to best meet the various and changing needs of the transitioning service member. The VA ETS-SP Coordinator serves as a clinical representative to the regional team and connects the Veteran to relevant medical/mental health care services as needed.

ETS-SP Sponsor (Volunteer)

ETS-SP Sponsor The ETS-SP Sponsor is a volunteer who agrees to meet the certification standards required by the ETS-SP and serve as a sponsor, dedicated to enhancing the transition of the service member/Veteran to the civilian community. ETS-SP sponsors guide and mentor the Veteran; they enhance the ability of the SM/Veteran to become a contributing member of the communities in which they will reside.


III. Program Technical Assistance

A. Introduction

Program assistance is available to all ETS-SP team members and stakeholders. Please contact [email protected] at any time for assistance in any area of the program.

B. Pre-Collaborative Assistance

The ETS-SP National leadership looks forward to providing pre-collaborative assistance to prospective community collaboratives. Assisting prospective community collaboratives in program development not only ensures that the requirements, goals and objectives of the ETS Sponsorship Program are met, but also, raises awareness of the ETS Sponsorship Program. Please contact [email protected] at any time for assistance.

C. Existing Community Collaborative Assistance

The transition journey is a process, and as our service members move back into our communities, we will learn more about how to improve upon the process. ETS-SP CICs are encouraged to constantly facilitate improvement to their programs and provide feedback to ETS-SP National through their dashboards, email or phone. We look forward to participation of Community Collaborative staff and stakeholders in national and regional training opportunities. Please contact [email protected] at any time for assistance.






IV. SponsorsSponsors are the heart and sole of the service member/Veteran journey. The ETS-SP actively recruits volunteers for the sponsor corps. All new potential ETS-SP sponsors complete a VA certified training program before being paired with a service member. ETS-SP sponsors commit to being trained, being dedicated and supporting the service member/Veteran on their transition to citizen leaders. The ETS-SP volunteer policies are outlined in Section X, Forms. Our volunteer policies ensure the highest quality of service is provided to our service members/Veterans while providing a rewarding experience for our volunteers.

A. Sponsor Eligibility

Spon sor Eligibility Requirements:

● Open to Veterans and civilians● Be at least 21 years of age● Complete the online enrollment application (includes consent form, references and

consent to a background check)

The ETS-SP and the Community Collaborative should be knowledgeable of and understand all eligibility criteria required for sponsors and transitioning service members/Veterans.

B. Recruitment

Sponsor recruitment is part of everything the program does. Not all recruitment happens within the context of a plan. Sponsor recruitment occurs during casual conversations, at formal meetings, or at official events. An invitation to be a sponsor may be extended anytime, anywhere. Anytime we--or any of our sponsors, service members/Veterans or supporters--interact with a program participant or a potential sponsor, whether through an announcement, or a personal conversation, we leave an impression about ETS-SP. Our goal is to leave a positive impression--one that encourages participation and belonging.

Consider Sponsor Motivation: The programs that are most successful are those that identify their potential sponsors’ motivations and goals and speak to them directly during their recruitment.

Employ Broad Communication: Create and announce web-based and paper-based materials specific to the program. Provide details, background, and descriptions of next steps for interested participants. Feature enthusiastic endorsements by sponsors who are willing to share their positive experiences; listen to and learn from those who have not had positive experiences.

Utilize Direct Appeal: The majority of sponsors become involved because they have been invited to do so. Others become involved due to their association with a group or organization that is already engaged. Word-of-mouth is a common and successful recruitment method. A direct appeal for help, especially from a peer or social group, is often the best way to invite



sponsors. Select highly regarded individuals to successfully engage, either individually or in a group setting, to encourage the recruitment of potential sponsors.

C. Enrollment

Any individual interested in becoming an ETS-SP sponsor should enroll online at https://etssponsorship.com .

The potential volunteer ETS-SP sponsor agrees to: ● Complete the enrollment form and consent to the background check;

● Agree to and sign the volunteer policies/expectations/confidentiality agreement;

● Commit to at least one year of service;

● Complete the required three training sessions;

● Develop a relationship based on trust with the service member/Veteran;

● Assist the service member/Veteran in identifying transition needs;

● Guide the service member/Veteran in the identification of goals;

● Utilize the ETS-SP dashboard and ensure the service member understands the many areas

on the dashboard that can be useful;

● Assess graduation readiness;

● Not disclose any service member/Veteran personal identifiable information outside of the

ETS-SP dashboard; and,

● Communicate with the ETS Community Integration Coordinator (or ETS-SP National, if not

geographically located within a Community Collaborative) throughout the process.

When a potential sponsor registers at the ETS-SP website, ETS-SP National reviews and responds to the potential sponsor with the upcoming training dates. Training is conducted in cohort groups; the potential sponsor will select the dates that best fit his or her schedule. The Community Integration Coordinator will receive notification through the dashboard about potential sponsors in the training program from their communities. Although typically unusual, the ETS-SP Community Integration Coordinator may filter unsuitable applications out at this point based upon time, commitment, and/or capabilities.

D. Training and Certification

ETS-SP trains and certifies our sponsors to ensure that we provide the most effective mentoring possible for our service members/Veterans. Their role as a sponsor is what makes our program so unique. Their training--along with their passion to assist our Veterans--is what makes our program so effective.

The potential sponsor will complete three virtual training sessions, sponsored by the Veterans

Administration (VA), within a cohort group. Currently, all training events are virtual and last for 2.5 hours each; total training time is 7.5 hours. This ensures that our ETS-SP sponsors are trained


https://etssponsorship.com/


to meet national standards and our training is consistent across the communities we serve. Training times and dates may be adjusted to accommodate OCONUS partners. Day long training may be accommodated pending ETS-SP National Training Support Director approval. For those Community Collaboratives that have trained mentors; sponsors; or peer specialists, an adjustment to ETS-SP training requirements may be possible, pending approval of the VA office that provides the ETS Sponsorship training.

Overview of ETS-SP Training Sessions:

Session 1 - Building Positive Interpersonal Relationships with Veterans

Session 2 - Goal Setting Theory/Orientation to Resource Networks

Session 3 - Having Hard Conversations and Suicide Prevention and Certification

The training schedules will be revisited at monthly meetings and adjustments will be made to ensure the most optimal times/dates are selected. Criteria for making such adjustments include, but are not limited to:

● Cohort sizes

● Staffing capabilities

● Holidays

● Location and time zone of cohorts

● Organizational requests (i.e., if a specific organization requests their own cohort)

● Increased mission needs

Upon completion of training, the Training Coordinator who is tracking the cohort will click "certified" on the Sponsor’s name in the ETS-SP system, initiating the ETS-SP system to add the name to the list of “Certified Sponsors” in the particular community. The ETS-SP Community Integration Coordinator will receive notification of this new certified sponsor in his/her region through the CIC dashboard.

Throughout the sponsorship journey, sponsors will be offered continuing education opportunities to ensure that they are current on the latest developments and changes, and are best equipped to assist their service member/Veteran. These one-hour classes are conducted virtually, the second Tuesday of every month, and will feature presentations on relevant topics and the domain areas. Sponsors are required to participate in at least one quarterly class, though monthly participation is encouraged. Sponsors will also have access to training via the Moodle function from the Sponsor Dashboard.

Community Integration Coordinators are encouraged to conduct their own meetings to address any issues important to them or particular to their community. Community meetings for sponsors serve as a valuable exchange forum, while also building relationships among sponsors and strengthening our bonds as a program.



E. Certified Sponsors

ETS-SP National (or the assigned ETS-SP Community Integration Coordinator) will match all certified sponsors with a service member/Veteran in their area. The matching process is not random. When the service member/Veteran applies, he or she provides basic personal information and the ETS-SP will use that information, along with information he or she knows about the sponsor and the community to make the best possible connection.

When the match is made between the sponsor and the transitioning service member, he or she will send the sponsor an email that alerts the sponsor to access information on the ETS-SP dashboard (e.g., service member’s contact information and basic personal information, education, experiences, and goals). This information will contain the needs that the service member noted as important to him or her in their enrollment form.



V. Service Members/VeteransA. Outreach and Enrollment

The ETS-SP recognizes that every transitioning service member has a unique timeline and a unique story. Our goal is to work with each service member to maximize a successful transition for each unique situation. The ETS-SP achieves this goal through the sponsor, and the connection, the relationship, that is formed with the transitioning service member.

This is where the ETS-SP model of caring begins.

The ETS-SP connects transitioning service members before they become Veterans to VA-certified sponsors and community services in their post-military hometowns. The most effective way to assist the Veterans who are incoming to our communities is to ensure they enroll in ETS-SP prior to their arrival. How do we do this?

Most service members will learn about and enroll in the ETS-SP during the transition process at their duty station. ETS-SP enrollment personnel, physically located at tables in the support centers on military installations, introduce the program to transitioning service members to invite them to enroll on site. Service members may be 12 months or more out from their ETS date when they enroll in ETS-SP – or they may be two weeks out - or they may already be located in your community.

The presence of the ETS-SP on the installation is critical; this presence allows the ETS-SP to

“catch” the service members transitioning out of any military installations in your area. Every military installation hosts transition events for those service members who are ETSing – separating from military service for the civilian world. The military wants to assist these service members to make the best transition possible. Most Department of Defense transition managers are interested in ETS-SP. Currently, the U.S. Army Installation Management Command has authorized ETS-SP on Army bases. As applicable, ETS-SP National will work with ETS-SP Community Integration Coordinators to establish relationships with DoD personnel on respective military installations.

To enroll, the service member submits an online application at the ETS website at https://etssponsorship.com/. The enrollment form is found in Section X, Forms.

The Enrollment and Outreach Toolkit provides guidance on how best to effectively inform and educate our transitioning service members on the benefits of the ETS Sponsorship Program; it can be found in Section XI, Toolkits. This toolkit ensures standardization and provides tips and resources to assist ETS-SP Outreach in its goal of enrolling transitioning service members into the ETS Sponsorship Program.




B. Intake

Upon receipt of the service member enrollment form, an ETS-SP Transition Coordinator (TC) is assigned. The ETS-SP TC reaches out to the service member via email and sets up an appointment to conduct an intake phone call. During this phone call, the ETS-SP Transition Coordinator discusses the service member’s needs and concerns.

There are many variables that will dictate next steps for the service member/Veteran: ● The service member’s timeline; i.e., is the service member one month, 12 months, etc., away

from ETS?

● Does the SM know their final destination? Some service members do not know where theirfinal destination is when they enroll; ETS-SP matches these service members with a sponsorwho will conduct a warm handoff with a sponsor in the community when that community isidentified.

● Will the service member be connected to the VA Transition Care Management Team (TCMT)and other VA related contacts?

● Does the destination state have existing state identified contacts/programs (VBA/DOL)available?

● If the service member is transitioning soon and knows where he/she is transitioning to,he/she should be connected to the assigned sponsor and local collaborative network ASAP.This process is detailed below.

C. Connect To Sponsor

Upon completion of the intake process, the transitioning service member/Veteran file will be assigned to the appropriate Community Integration Coordinator (CIC). The Community Integration Coordinator will match the transitioning service member with a sponsor and will email both the sponsor and the service member to introduce each other and introduce him or herself.

D. Support

During their journey together, the sponsor and service member/Veteran will work together on transition needs and short- and long-term goals. They will work on an action plan together that allows them both to track progress. Sponsors will partner with the service member/Veteran, while empowering him/her to utilize existing resources that may be helpful. Sponsors are encouraged to utilize the ETS-SP dashboard for resources, file sharing and communication with their service member/Veteran.

The ETS-SP TC will reach out to their assigned service members once per month to ensure all is going well and respond to any questions or concerns.



As the Veteran progresses through these transition needs and accomplishes these goals, the sponsor utilizes a graduation checklist and recommends graduation from ETS-SP, as applicable.

Typically, six to twelve months after the move to the hometown, the service member/Veteran will graduate from the program. Graduates are encouraged to utilize their learned skills and, in turn, serve as volunteers or sponsors.



VI. The Community CollaborativeA. What is a Community Collaborative?

A Veteran who separates from the military and moves to the civilian community may find a Community Collaborative that consists of the Veterans Administration (VA), numerous Veteran Service Organizations, a Veteran Service Officer and other entities that can successfully assist in his or her transition. These organizations exist to support the Veteran in that particular community. These organizations, pooled together by the Community Integration Coordinator (CIC), are referred to as the Community Collaborative because they are, ideally, all collaborating together to serve the Veterans in the community.

The Community Integration Coordinator has signed a Memorandum of Agreement (MOA) with the ETS-SP to assume responsibility for the sponsor-Veteran relationship in their region (designated area/city/metropolitan area) . The Community Integration Coordinator leads the efforts in the community to connect the Veteran/sponsor to the various Veteran support organizations.

B. Community Collaborative Mission

The mission of the Community Collaborative aligns with the mission of the ETS-SP: To support transitioning service members and Veterans in the community. ETS-SP partners with existing organizations that support Veterans in a particular community. When the Community Integration Coordinator signs an MOA with the ETS-SP, the community organization then has access to the dashboard containing information for the incoming service members/Veteran and is then able to connect them to a trained, certified sponsor in the community. The ETS-SP serves as a conduit for the myriad of veteran support organizations, merging them together toward one focus: The sponsor-Veteran relationship.

To maximize the success of the ETS-SP at the community level, the ETS-SP Community Integration Coordinator will:

● Recruit and manage the local sponsor corps;

● Enroll service members into the program at nearby military installations, if applicable;

● Administer and support the Veteran/sponsor pairs;

● Develop local support and connect Veterans to such support; and,

● Support the state and national level effort.



C. Community Integration Coordinator

The ETS-SP Community Integration Coordinator is a partner organization or certified sponsor who partners with the ETS-SP National leadership to lead the ETS-SP efforts in a specific community. A detailed description of the Community Integration Coordinator is found in the ETS-SP Community Integration Coordinator Toolkit located in Section XI, ETS-SP Toolkits. D. Getting Started

New Community Integration Coordinator (CIC) Implementation Checklist A checklist of tasks involved in setting up your CIC program can be found in the Community Integration Coordinator Toolkit Section XI, ETS-SP Toolkits. The checklist contains primary activities with multiple tasks within each activity. All steps should be completed within one to two months prior to implementation.

Community Integration Coordinator (CIC) Task Timeline A task timeline of daily and monthly tasks involved in administering a CIC program is located in the Community Integration Coordinator Toolkit Section XI, ETS-SP Toolkits. The task timeline contains primary activities with multiple tasks within each activity.

E. CIC Certification

Community Integration Coordinator (CIC) Certification Checklist The certification checklist of tasks outlines the steps toward completion of the Community Profile Map and Community Assessment in preparation for a formal evaluation and certification by America’s Warrior Partnership.

Community Integration Coordinator (CIC) Certification Training The CIC certification training will consist of four-blocks of instruction and take approximately eight hours to complete. The training will be a combination of on-demand and virtual training. Training will focus on gap areas identified by the completed Community Profile Map and Community Assessment.

Community Integration Coordinator (CIC) Certification The official CIC certification occurs when assessments, evaluation and training have been completed. Certification is valid for one-year and will be recertified annually for the immediate four years following the initial certification. A certification seal will be provided to the newly certified organization to place on their website.



VII. The Service Member and Sponsor JourneyA. Overview and Journey Map

B. ETS-SP Dashboards

The ETS-SP provides the service member/Veteran, the sponsor and the Community Integration Coordinator with a dashboard that serves as an information and communication center. The ETS-SP dashboards drive connectedness and allow the sponsor-Veteran pair to centralize relevant information.

Sponsors are encouraged to discuss the dashboard with the service member/Veteran and review the various areas of the dashboard together. The dashboard is an invaluable tool if both the service member and sponsor maximize its usefulness.

Service member/Veteran Dashboard

● Action Plan: A task tracker that allows service members to identify goals and key targets● Chat Space: Chat environment for service member to securely reach out and talk to their

sponsor and other Veterans● Helpful Resources: A series of out links that direct the service member to benefit programs● Meetings: A meeting space where service members can organize, request, and initiate

meetings with their sponsors● News: Veteran-centric news feeds compiled from a wide range of sources● Community Events: A visualization that monitors for community events tailored to the

written interests provided by the service member upon ETS-SP enrollment● Welcome Basket: A compiled and quantified visual on community benefits offered to service

members upon arrival● Data Vault: A fully-secured blockchain-protected file storage system that stores sensitive data

for Veterans such as medical records, resumes, and other material that the Veteran cantoggle consent for as they see fit



Sponsor Dashboard

● Action Plan: A task tracker that allows Veterans to identify goals and key targets they want toachieve with the help of their sponsor

● Chat Space: Chat environment for Veterans to securely reach out and talk to their sponsorand other Veterans while extracting insights from the conversation

● Sponsor Meetings: A meeting space where service members can organize, request, andinitiate meetings with their sponsors

● ETS-SP News Feed: ETS-SP news feed is sourced directly from the ETS-SP Facebook page tokeep sponsors up to date on ETS-SP developments

● Sponsor Notes: A notes system that allows for sponsors to keep track of service memberprogress and log important events

● Moodle: ETS-SP provided portal for sponsors to access training.● Community Events: A visualization that monitors for community events tailored to the

written interests provided by the Veteran upon ETS-SP enrollment● Welcome Basket: A compiled and quantified visual on community benefits offered to

Veterans upon arrival.● Referrals: A referral system for sponsors to direct service members/Veterans to other ETS-SP

associated organizations

Community Integration Dashboard

● Service Member Network: Shows all currently paired service members and sponsors in a listfor CICs to understand user pairings. This list can be expanded to see more information on thepaired service members, notes and status in the ETS process.

● Regional Metrics: An at a glance look at the number of new service members and sponsorsadded to a CIC’s network. CICs should always be up to date on the inflow of users in theircommunity.

● Chat Space: Chat environment for CICs to securely reach out and talk to sponsors and servicemembers/Veterans while extracting insights from the conversation

● Meetings: A meeting space where CICs can organize, request, and initiate meetings● Resources: A series of out links that direct the service member to benefit programs● Data Vault: A fully-secured blockchain-protected file storage system that stores sensitive data

for Veterans such as medical records, resumes, and other material that the Veteran cantoggle consent for as they see fit

● ETS-SP News Feed: ETS-SP news feed is sourced directly from the ETS-SP Facebook page tokeep sponsors up to date on ETS-SP developments

● Community Events: A visualization that monitors for community events tailored to thewritten interests provided by the Veteran upon ETS-SP enrollment

● Welcome Basket: A compiled and quantified visual on community benefits offered toVeterans upon arrival

● Referrals: A referral system for CICs to direct service members/Veterans to other ETS-SPassociated organizations



C. Matching

Prior to matching the transitioning service member with the sponsor, the Community Integration Coordinator will review:

● The sponsor’s availability and their flexibility to accommodate the service member/Veteran’sschedule;

● Personal and professional accomplishments, values, experience, capabilities, skills, andpotential based on sponsor input provided during the application process;

● Intellectual or professional interests;● Personal style of communication (empathy, strong listening skills)

When the Community Integration Coordinator makes the match between the sponsor and the transitioning service member, he or she will send the sponsor an email that alerts them to access information on the ETS-SP dashboard (e.g., service member’s contact information and basic personal information, education, experiences, and goals). This information will contain the needs that the service member noted as important to him or her in their enrollment form.

D. Getting Started

Every transitioning service member enters the ETS Sponsorship Program at a different time. Some may enroll twelve months before their ETS date. Some may enroll two weeks before their ETS date. Depending upon the timeline, the sponsor’s first call and actions leading up to the ETS date will vary. BUT, no matter when the sponsor first speaks to the transitioning service member, the goal of this conversation is to establish rapport.

The sponsor’s actions after the first phone call will depend on where the transitioning service member/Veteran is in the enrollment process.


How often should a sponsor communicate with the transitioning service member?

12 months or more out from their ETS date 1-2 times per month

6-12 months out from their ETS date 2 times per month

4-6 months out from their ETS date 2-3 times per month

0-3 months out from their ETS date weekly

Once the Veteran is in the community weekly via phone or email and visit at least once per month in-person

For Veterans who have already ETSed weekly via phone or email and visit at least once a month in-person


Tips for establishing an effective relationship are listed below. Sponsors are encouraged to read these over before making the first call. We encourage sponsors to utilize the Chat Space and Meetings functions that are available on the ETS-SP dashboards to facilitate communication and capture information.

● Sponsors should meet in-person (or via virtual meeting teleconferencing if their servicemember/Veteran has not yet left the military) at least once a month . See the guidelinesas listed per the timeline above. If possible, we encourage personal meetings.

● Sponsors should talk, text, or email to conduct the other meetings each month. Eachrelationship finds the communication method that works best for them.

● Sponsors should contact the service member/Veteran at the same time and day of theweek if possible. This gives the service member/Veteran structure similar to that of themilitary. It also makes it clear to the service member/Veteran that the sponsor is reliableand serious about being available and supportive.

● In-person meetings should be at a neutral location that feels safe and comfortable. Thelocation should provide the privacy needed to speak openly about personal matters. Itshould also allow the meeting to take place as long as necessary without interruption.

● Many sponsors and service members/Veterans spend time together in addition to theseone-on-one meetings. These additional meetings are usually social or community eventsand may include family, friends, other ETS-SP sponsors, and Veterans or Veteran ServiceOrganizations (VSOs).

As sponsors establish rapport with the service member/Veteran, they’ll discuss the specifics of the domain areas and concerns they may have. Does the service member/Veteran need a job? Housing? Does he or she have legal issues? These are the specifics that should be identified in the first few meetings with the service member/Veteran.

After the specific issues are identified in each domain, the sponsor will discuss short- and long-term goals using the goal worksheet. We recommend the sponsor print a copy of the goal worksheet, found in Section XI, Sponsor Toolkit, and work through this worksheet with their service member/Veteran.

E. The Action Plan

The relationship has been established. The sponsor and service member/Veteran have talked about issues in the domain areas. They have identified short- and long-term goals. What’s next? How does the sponsor guide the Veteran to achieve these goals? This phase - the journey phase -includes the actions the service member/Veteran will take to achieve these goals. It can take aslong as the service member/Veteran needs.



With the service member/Veteran, the sponsor will:

● Identify the actions that need to be taken to achieve each goal; ● Reassess and update short-term goals; ● Create new action plans, as needed; and, ● Connect him or her to resources and to the appropriate educational tools, as required.

In order to accomplish the action plan, it will be critical to integrate services provided by local agencies outside of the ETS-SP network. Optimally, the ETS-SP Community Integration Coordinators will assist in connecting service members/Veterans to needed services within the community. At no time does ETS-SP National, ETS-SP Community Integration Coordinators, ETS-SP Transition Coordinators, ETS-SP Sponsors or any other entity that is provided access to ETS-SP dashboards disclose individual service member/Veteran personal identifiable information (PII) outside of the ETS-SP network. Please see Data Access Agreement and Privacy Statement (Section VIII).

F. Graduation and Completion of the ETS Sponsorship Program

Although every situation is different, a Veteran is typically ready to graduate six to twelve months after first meeting the sponsor. How do you know if the Veteran is ready? The ETS-SP sponsor will utilize the guidelines and ask the questions listed below to assess the situation:

● Review the five domains. Discuss the successes and obstacles in each. ● Are there other things you would like assistance with in the five domains? ● How will you handle obstacles in the future? ● Are you familiar with the resources that are available?

After discussing the information and answers to the questions above, the checklist below can be used to further assess the Veteran’s readiness:

● Does the Veteran show evidence of mental calmness and personal resiliency? ● Is there any evidence of mental or physical health concerns? ● Does the Veteran have a job that supports personal goals and responsibilities? ● Does the Veteran have sufficient housing for himself or herself and their family? ● Does the Veteran have connections and bonds to the community--including a person with

whom he or she can manage stressors as they arise in the future? ● Does the Veteran have access to adequate family care for dependents? ● Has the Veteran applied for, completed, or at least been made aware of all eligible

military, medical, and educational benefits that are available to him or her?



If the Veteran is ready to graduate based upon this checklist above, the ETS-SP sponsor will:

● Discuss the progress he or she has made thus far in the program.● Confirm updated short- and long-term goals lists.● Discuss a roadmap for the future.

Finally, if the ETS-SP sponsor and the Veteran both agree that he or she is ready to graduate, the sponsor will contact their ETS-SP Community Integration Coordinator (or ETS-SP National). The ETS-SP Community Integration Coordinator (or ETS-SP National) will talk to both the sponsor and the Veteran to assess graduation readiness.

When the sponsor, the Veteran, and the ETS-SP Community Integration Coordinator (or ETS-SP National) agree that he or she is ready to graduate, a graduation date will be set with the Veteran and ETS-SP Community Integration Coordinator.

G. Utilizing the Community Collaborative

The ETS-SP mission to assist transitioning service members is shared by many Veteran Support Organizations (VSOs) and community support organizations across the country. ETS-SP is committed to working together with similar-minded organizations to benefit our Veterans and is particularly grateful to partner with America’s Warrior Partnership (AWP). The mission of AWP is to empower communities to empower Veterans; this is a goal shared by ETS-SP. Combining our efforts with AWP will only create a better quality of life for all Veterans.

ETS-SP refers to the many organizations that exist in our communities to assist our Veterans as the Community Collaborative. Depending on the unique community, the community collaborative may include organizations such as AWP or the Veterans’ Administration (VA), the United Service Organization (USO), AmericaServes, or Combined Arms. The community may also have American Legions or Team Red, White and Blue. It may have a Veteran Support Office at the county level. Every community is different and the resources available to assist our Veterans in their transition differ accordingly.

The ETS-SP Community Integration Coordinator ties these support entities together and connects them to the sponsor-Veteran pair.

Sponsors will best be able to support and empower their service members/Veterans when they are familiar with the resources available in their community. Sponsors should understand the Community Collaborative, what it consists of and what services each organization can contribute. Sponsors should communicate regularly with the ETS-SP Community Integration Coordinator to ensure that they share and update information about these organizations, and about which organization might best serve their service member/Veteran.



Sponsors are not expected to answer all the questions and solve all the issues that the service member/Veteran may have. The ETS-SP understands and appreciates the value added by the various support organizations that exist to serve our Veterans. It also understands that often these organizations are under-utilized by the Veterans who need them the most. There is no conduit between these organizations and our Veterans. That’s where the sponsor and the Community Integration Coordinator steps in.

The sponsor and ETS-SP Community Integration Coordinator connect the Veteran to the community collaborative--thereby maximizing their efforts and best serving our Veterans.

H. ETS-SP Resources

Resources for service members/Veterans, sponsors, Community Integration Coordinators, and others who are interested in ETS-SP, may be found on the library page of our website (https://etssponsorship.com/library).

The goals worksheet and SMART goals worksheet used by sponsors are found in the Resources section of Sponsor Toolkit found in Section XII of this guide.


https://etssponsorship.com/library


VIII. ETS-SP Program Operations A. ETS-SP Memorandum of Agreements

ETS-SP uses Memorandum of Agreements (MOAs) to record its agreements and partnerships with other entities that further its mission to support transitioning service members and Veterans in the community. An MOA is a document that describes in very broad terms the mutual understandings, concepts, goals, and plans shared by the Community Integration Coordinator (CIC)/partner organization and ETS-SP. The performance of one party is not necessarily dependent on the performance of the other party (i.e., does not require reimbursement or other support). An MOA should not bind the agency; therefore its language is written with care, so as not to imply a binding agreement or financially obligating commitment. An MOA in and of itself is not a mechanism for transferring or obligating funds, property, personnel, goods, or services.

B. Data Access Agreement Nondisclosure of Service Member/Veteran information At no time does ETS-SP National, ETS-SP Community Integration Coordinators, ETS-SP Transition Coordinators, ETS-SP sponsors nor any other entity that is provided access to ETS-SP dashboards disclose individual service member/Veteran personal identifiable information (PII) outside of the ETS-SP network. All PII is stored within the secure ETS-SP dashboard/database and all communication related to PII must be communicated through the secure dashboard. If a service member/Veteran requires services from specific entities, a best practice is to provide the service member/Veteran the contact information for the respective service and have the service member/Veteran initiate contact.

The only exceptions are:

A. As required by state law (e.g., imminent risk to self or others) B. Local consent provided by service member/Veteran. ETS-SP National acknowledges that

community integration coordinators are currently part of existing digital networks, as mentioned above, like Combined Arms, AWP, AmericaServes, and UniteUs. ETS-SP National defers to existing policies and procedures executed at the local level by such organizations, specific to disclosure of information and additional consent that is needed by service members/Veterans to operate within such networks. Consent provided by service members/Veterans to enroll within EST-SP does not cover disclosure of PII at the local level. Additional consent must be acquired.

C. To such organizations, such as the Department of Veterans Affairs, so that they can conduct additional analysis of the data to help us better understand the individual needs and to evaluate, as well as improve, the programs that we provide to transitioning service members/Veterans.



Termination of Access Access to the ETS Sponsorship Program transition management dashboards is conditional to the adherence to this agreement. Access can be withdrawn immediately and solely at the discretion of ETS-SP National if it is determined that a violation has occurred.

C. Privacy Statement

The ETS Sponsorship Program (“ETS-SP,” “we,” or “us”) cares about the individual’s privacy and wants the individual to be familiar with how we collect, use, and disclose data. This Privacy Statement covers the collection, use, and disclosure of data collected via etssponsorship.com and any other ETS-SP website where this Privacy Statement is posted or linked (collectively, this “Site”). This Privacy Statement also describes legal rights in relation to such data. Please note that this Privacy Statement addresses the data collection and handling practices associated with this Site only. Other websites, including those provided by members of the ETS-SP are governed by their own privacy statements. Additionally, ETS-SP products and services may be subject to their own statements specific to the product or service. We encourage all to review these privacy statements to understand how ETS-SP products and services use data. More information about the ETS-SP can be found at https://etssponsorship.com . By using this Site, you are subject to the terms and conditions of this Privacy Statement. The complete Privacy Statement can be found at ETS-SP Privacy Statement.

D. Confidentiality Policy

The ETS Sponsorship program must protect the confidentiality of its participants. The ETS Sponsorship program recognizes the critical importance of the absolute necessity of ensuring confidentiality and protection of the privacy of the service member/Veteran and Sponsor.

Limits of Confidentiality Information from sponsor and participant records may be shared with individuals or organizations as specified below under the following conditions:

● Information may be gathered about program participants and shared with otherparticipants, individuals, or organizations only upon receipt of signed release forms fromsponsors, service members and/or Veterans.

● Identifying information (including names, photographs, videos, etc.) of programparticipants may be used in ETS Sponsorship program publications or promotionalmaterials upon written consent of the sponsor, service member and/or Veteran.

● Information may only be provided to law enforcement officials or the courts pursuant to avalid and enforceable subpoena.



https://etssponsorship.com/assets/documents/ETS-SP%20Privacy%20Statement.pdf


● Information may be provided to legal counsel in the event of litigation or potentiallitigation involving the ETS Sponsorship program.

● ETS Sponsorship program staff and volunteers are mandatory reporters and as such mustdisclose information indicating if a sponsor or service member/ Veteran may bedangerous to or intends to harm him/herself or others.

E. Unacceptable Behavior Policy

The ETS Sponsorship program demands mutual respect from its participants. ETS-SP will not tolerate unacceptable behavior on the part of sponsors or service members/Veterans while participating in the program. A number of behaviors are regarded as incompatible with the ETS Sponsorship program goals, values and program standards and are considered unacceptable. The following behaviors are prohibited from those engaged in the program:

● Unwelcome physical, verbal, visual, or behavioral mannerisms, or conduct that denigrates,shows hostility, or aversion toward any individual,

● Demeaning or exploitive behavior of either sexual or nonsexual nature, including threatsof such behavior, and

● Intentional violation of any local, state or federal law.

Any unacceptable behavior, as specified but not limited to above, will result in a warning and/or disciplinary action including suspension or inactivation from participation in the ETS Sponsorship program.

F. General Inquiry Policy

The ETS Sponsorship program will respond to all inquiries regarding participation within one business day. ETS-SP must provide outstanding public relations and customer service to all potential program participants from the first contact throughout all of the intake process and beyond. All program representatives must be patient, courteous, and respectful in all interactions. Confidentiality for all potential participants will be upheld from this initial point of contact forward.

G. Media Inquiry Policy

All media requests will be directed to the designated ETS Sponsorship leadership. This applies to all media requests from all media outlets, including but not limited to filming, photography, and interviews.



IX. Program Resources The following section identifies online resources that may be useful to ETS-SP team members in

the development and operations of ETS-SP programs. These resources are provided with our assumption that the reader will use what they find useful and appropriate. The ETS-SP does not assume responsibility for the content contained in these resources.

A. Program Development and ETS-SP Website and Dashboards

The ETS-SP website and dashboards are a collection of program information, guidance, and training resources for ETS-SP stakeholders and participants. ETS-SP team members can access information regarding program development, as well as other resources for ETS-SP program operations. https://etssponsorship.com

B. VA Welcome Kit

The VA Welcome Kit makes it easier for service members, Veterans, family members, caregivers and survivors to understand the many different benefits and services offered by the VA. The Welcome Kit helps guide a service member/Veteran through education, employment, home loans, healthcare or retirement issues. The VA Welcome Kit provides information on how to apply for VA healthcare, a disability rating, education benefits and more. There are many VA benefits and services available to those still serving or those who are Veterans. The VA Welcome Kit includes a handy one-page Quick Start Guide focused on specific topics. The VA regularly updates the Welcome Kit online as new information becomes available.

C. America’s Warrior Partnership

The America’s Warrior Partnership Community Integration Playbook: A Community-Based Solution for Warrior Empowerment outlines how to use the Community Integration model in your community to know your veterans, rally existing resources and improve the quality of life for Veterans, their family members, caregivers and survivors. The Playbook helps organizations understand how they can empower their community and in turn empower their hometown Veterans.

The Network is a national coordination platform, powered by WarriorServe(R), that expands the reach of local organizations by connecting them to national resources. When regional resources either do not exist or have been exhausted, a local veteran-serving organization can consult The Network for a streamlined process to find vetted, quality national partners to collaborate with. Sponsors will have access to The Network through their dashboards.



https://www.va.gov/welcome-kit/


https://www.amazon.com/dp/1732490104/ref=cm_sw_r_tw_dp_ERveGbZSNXGYX

https://www.amazon.com/dp/1732490104/ref=cm_sw_r_tw_dp_ERveGbZSNXGYX

https://www.americaswarriorpartnership.org/the-network


X. FormsA. Sponsor Enrollment FormB. Sponsor Volunteer ContractC. Service Member Enrollment FormD. Service Member Intake Form



A. Sponsor Enrollment Form (1 of 3)



Sponsor Enrollment Form (2 of 3)



Sponsor Enrollment (3 of 3)



B. Sponsor Volunteer Policies

Volunteer Policies Contract

Thank you for your interest in volunteering with ETS Sponsorship Program (ETS-SP)! Your support and commitment allow us to provide service members/Veterans with a certified and dedicated sponsor during his or her transition to civilian life. ETS-SP volunteer policies outlined in this document are intended to ensure the highest quality of service is provided to our service members/Veterans, while providing a rewarding experience for our volunteers. Please read these policies carefully to confirm that this opportunity is the right fit for you. Contact an ETS-SP National staff member if you have any questions.

Time Commitment In order to provide quality services to our Veterans, we ask that volunteers commit to at least one year of service . During this year of service, volunteers are expected to fulfill the following duties and responsibilities:

● Set up and attend meetings with their assigned Veteran for the agreed-upon timeframe;● Act as a resource and guide while respecting the Veteran’s right to self-determination and

independence; and,● Work closely with ETS-SP staff, affiliates, and partners to provide requested feedback in a

timely manner.

Leave of Absence Volunteers may request a leave of absence from their volunteer commitment. A leave of absence is a period of time during which the individual is not volunteering with ETS-SP. At the end of their leave, the volunteer is able to resume his or her duties without reapplying. Volunteers are asked to request leave from their ETS-SP Community Integration Coordinator/ ETS-SP National Program Director at least two weeks prior to the start date of their leave.

Inactivation ETS-SP reserves the right to inactivate a volunteer sponsor during training and at any point during the volunteer’s commitment to the program. Inactivation, evaluated on a case-by-case basis, means that the sponsor will no longer volunteer at ETS-SP. Volunteers who stop fulfilling the requirements of the program for one month without contacting their ETS-SP Community Integration Coordinator or the ETS-SP National Program Director will automatically be inactivated.

Grievances Volunteers play a critical part of the team that makes the work of ETS-SP possible. Accordingly, we are committed to recognizing and resolving concerns that our volunteers may have. If a volunteer is unable to resolve a dispute through the ETS-SP Community Integration Coordinator, he or she may file a written grievance with the ETS-SP National Program Director.



Conduct ETS-SP adheres to the VA Code of Integrity, which extends beyond technical compliance with laws and regulations. It means demonstrating character and behaving ethically, with no intent of being false or misleading. Acting with integrity means understanding, modeling, and honoring laws and policies regarding harassment, hostile work environment, workplace violence, and standards of ethical conduct.

References ETS-SP is happy to provide references for sponsors who have actively served for at least six months . Sponsors, or other volunteers with ETS-SP, who request a written reference are encouraged to contact the ETS-SP Community Integration Coordinator at least two weeks in advance of the reference.

Media Inquiries Media inquiries regarding ETS-SP, or a volunteer’s work with ETS-SP, should be referred to the designated ETS-SP National leadership. Sponsors should contact their ETS-SP Community Integration Coordinator regarding any requests from media outlets, including but not limited to, filming, photography, and interviews. During training and ETS-SP events, volunteers give permission to be videotaped and photographed for the purposes of ETS-SP training materials as well as to inform the public about the program.

Confidentiality Maintaining confidentiality is an active, thoughtful, and sometimes difficult thing to do. It is the act of not disclosing information with anyone who does not expressly have permission to receive the information. Often, it is more than just about nondisclosure.

Limits of Confidentiality Information from sponsor and participant records may be shared with individuals or organizations as specified below under the following conditions:

● Information may be gathered about program participants and shared with otherparticipants, individuals, and/or organizations only upon receipt of signed release formsfrom sponsors and/or service members/Veterans.

● Personal identifiable information (PII) such as names, military rank, photographs, videos,etc. may be used in ETS-SP publications or promotional materials only with writtenconsent of the sponsor and/or service member/Veteran.


https://www.va.gov/HEALTHCAREEXCELLENCE/docs/VHA-Code-of-Integrity-March-2019-FINAL.pdf


C. Service Member Enrollment Form (1 of 3)



Service Member Enrollment Form (2 of 3)



Service Member Enrollment Form (3 of 3)



D. Service Member Intake Form (1 of 7)



Service Member Intake Form (2 of 7)



XI. Toolkits This section contains toolkits for specific areas of the ETS Sponsorship Program. The toolkit is a handy, concise document that provides information specific to that particular area of the program.

A. Enrollment and Outreach This toolkit provides information specific to enrollment and outreach for service members at the

installation level.

B. Transition Coordinator This toolkit provides information specific to the role and responsibilities of transition coordinators

and details their efforts throughout the intake process.

C. Service Member This toolkit provides information for the service member enrolled in the ETS-SP. Service members

are encouraged to utilize this toolkit to maximize the benefits of this program as they transition

to their civilian communities.

D. Sponsor This toolkit provides information for the sponsor. Sponsors are encouraged to utilize this toolkit

to ensure they are most effectively guiding and mentoring their service member/Veteran along

this journey.

E. Community Integration Coordinator This toolkit provides information - from getting started to maintaining operations- to the

Community Integration Coordinator to ensure consistency in the program, while most effectively

serving our Veterans together.


Enrollment and Outreach Toolkit

ETS-SP Enrollment and Outreach Toolkit February 2021

Welcome to the ETS Sponsorship Program (ETS-SP)! We are happy to have you join our team!

ETS-SP Enrollment and Outreach representatives are the critical first step for our program. We appreciate your willingness to introduce our program to our service members with passion and caring. Your engagement is the first step toward an effective transition for our service members.

This toolkit provides an overview of our program as well as the specific role of our enrollment and outreach representatives. If you have any questions about any of the material presented, please contact us at ETS-SP National or reach out to your ETS-SP Community Integration Coordinator.

Again, thank you for your time and willingness to serve as our program enrollment and outreach representatives. We look forward to moving forward with you!



Table of Contents

I. Roles and Responsibilities A. National Enrollment Manager 4 B. Community Outreach Representative 4 C. Installation Outreach Representative 5

II. On-Site Enrollment Procedures A. Pre-Event 6 B. Day of Event 7 C. Post-event 8 D. Sustained Operations 9

III. Resources A. Materials 10 B. Sign up Form 11 C. Frequently Asked Questions (FAQ) by Service Members 12 D. Questions to Ask the Service Member 13 E. Checklist for Enrollment and Outreach Events 14



I. Roles and Responsibilities

Some geographic areas may have both an ETS-SP Community Outreach Representative and an ETS-SP Installation Outreach Representative. ETS-SP National and/or the ETS-SP Community Integration Coordinator will determine if personnel in both of these positions are required to meet the needs of the area.


ETS-SP National Enrollment Manager

● Synchronize the installation enrollment procedures;

● Identify flow and priority of installation engagement;

● Foster and manage relationships with installation transition personnel;

● Conduct initial introduction of the program to key individuals. Gain a foothold and

build the relationship and credibility to bring ETS-SP Community Integration

Coordinators (as needed) into the installation;

● Coordinate ETS-SP briefings. Send digital copies, offer video conference briefs, and

schedule an in-person visit to present the program;

● Clearly lay out support requirements from installations. A table, and computer with

Wi-Fi access are minimum requirements to establish an enrollment table;

● Provide quality assurance/quality control for the enrollment process. Conduct weekly

meetings with Transition Coordinators to discuss updates and any significant or

outstanding issues;

ETS-SP Community Outreach Representative

In those areas where an ETS-SP Outreach Representative is required, his or her responsibilities include:

● Facilitate establishment of an enrollment table at installations;● Identify the ETS-SP Outreach Representative;● Facilitate Introductions;● Enable access of the ETS-SP Outreach Representative on the installation;● Walk the ETS-SP Outreach Representative through the process;● Foster positive relationships with installation organizations such as TAP, RSO, VBA and

the installation Chain of Command; and,● Seek opportunities to enable the ETS-SP Outreach Representative to brief service

members. This may require developing additional relationships and establishingnetworks at each installation.



ETS-SP Installation Outreach Representative

Ideally, two ETS-SP Installation Outreach Representatives work together to ensure table coverage at all times and adequate customer service. One person can walk a service member to the computer lab to enroll, while the other remains at the table to share information with other service members. The ETS-SP Installation Outreach Representative responsibilities include:

● Introduce the program and enroll service members.● Develop and foster relationships at installations, focusing on the transition building.● Operate the enrollment table. Exact process may vary by location, but every location

should have personnel at a table who inform service members and who providecomputer access to enroll service members.

● Develop a set up schedule and coordinate with TAP personnel to deconflict space.● Report issues or recommendations to the National Enrollment Manager for improving

enrollment process.● Actively seek out opportunities to brief service members.● Report daily enrollment numbers to the ETS-SP Community Integration Coordinator or

ETS-SP National, if applicable.● Keep the installation TAP team updated on enrollment numbers and success stories.

We are a team working towards the same goal.● Ensure that the ETS-SP Outreach Representative is properly resourced with space, table,

tablecloth, flyers, and computer access. This may include working with the installationto ensure that the ETS-SP Outreach Representative has access to the installation shouldhe or she not have a DoD ID card.

● Maintain visibility and understanding of the service members in the community regionthrough sponsor/service member pairings; and, ensure the relationship develops.


II. On-Site Enrollment Procedures

A. Pre-Event

On-site enrollment tables may be established on military installations during transition events, at Veteran functions in the community, or any other location frequented by post-9/11 transitioning service members. Ideally, enrollment tables are operated by an ETS-SP Installation Outreach Representative. Prior to the transition event, the ETS-SP Community Integration Coordinator or designated representative will contact the installation POC responsible for the transition event. Many times this point of contact will be the Transition Assistance Program (TAP) Manager. Army installations host TAP briefings for transitioning service members; these briefings provide an ideal opportunity for ETS-SP to showcase its program. In the initial phone call with the transition event POC, the ETS-SP Community Integration Coordinator (or ETS-SP National POC) should include the following information:

● ETS-SP provides benefits to transitioning service members and is supported by the VA, DoD, leaders, managers and various Veteran Support Organizations (VSOs) nationwide;

● The ETS-SP works together with the TAP Manager on the installation. Together, the ETS-SP and TAP facilitate successful service member transitions;

● ETS-SP is free;

● Request ETS-SP set up in the vicinity of TAP and utilization of the computer lab to facilitate service member sign up during the event;

● Request the opportunity to brief ETS-SP to the staff and leadership of the Transition Assistance Manager;

● Request the opportunity to present a class on ETS-SP to the transitioning service members during their transition process;

● Request the opportunity to brief ETS-SP to command and staff down to brigade level; this can be done telephonically before the event; however, in-person visits that assist in establishing personal relationships are highly recommended; and,

● Coordinate with the United Service Organization (USO), Veteran Benefits Administration (VBA) and Retirement Services Office (RSO). Let them know who you are, what ETS-SP is, and how we can work together.



Upon approval of setting up the ETS-SP table at the event, the ETS-SP Installation Outreach Representative should:

● Ensure he or she has the resources (listed in the appendices of this document) on hand;

● Contact ETS-SP National with any questions about resource availability; and,

● Coordinate with a local business for coffee for the event. Pick up coffee, cups, etc. prior tothe event and set up at the table.

B. Day of Event

● Set up early!

● After setting up the table and before the event begins, introduce yourself to local

agencies in the building and the TAP counselors. Let them know where you are located;

invite them to the ETS-SP table to discuss the program. TAP counselors are critical assets

who can help market ETS-SP to our transitioning service members.

● Seek out and engage with the service members. Use the questions in Appendix C to help

start conversations. Personal stories of shared experiences/hardships may help form

connections.

● Engage with all service members, not simply the ones who are ETSing. All service

members will eventually ETS and may know others who are currently in the transition

process.

● Remember: You are selling a product that the service member does not yet know they

need.

● The goal is to get the service member enrolled at the website. Give them the information

but then get them to the computer lab or on their phone to enroll.

● Be genuine. Be authentic. Be encouraging.

● Introduce the program and then ask the service member to sign up. Often, service

members will think they don’t need a sponsor. Let them know what ETS-SP can do for

them; ensure they understand that ETS-SP will only add value to their transition and next

chapter.

● Be informational. Let them know about our ETS-SP partners. Our partners add legitimacy

to our program and strengthen our ability to assist the service member.

● Be direct. Clinical, academic, or medical language is not appropriate.

● Be kind. Establish a real relationship: That is what ETS-SP does. You will be the first link to

ETS-SP that the service member will meet!



C. Post Event

Within 48 hours of completion of the event, assess the event and your participation. Determine

what, if any, changes should be made for future events.

Table location:

? How was the flow/interaction with service members?

? The goal is to engage service members at all times. Did the location of our table enable

that to occur?

Service member interest:

? How did we approach the service members?

? Did we quickly establish a personal rapport?

? Did we demonstrate genuine concern for the service members?

Enrollment:

? How many service members enrolled on-site?

? How quick was the process?

? Are there other ways we should be marketing and developing product awareness?

? Did we coordinate with agencies throughout the building and display flyers at offices such

as Transportation and Finance?

? Did we engage with service members who are PCSing? These service members can help

spread awareness of the program.

Refreshments:

? How did the coffee pick up and set up go?

? What supplies were missing? Trash can? Napkins?

? Did we leave our space cleaner than it was before we set the table up?

Building your team: ? How are you building your team? Who are you training to operate the table when you

can’t be there?

? Does each location have at least a few players on the bench who are passionate, able, and

committed to provide ETS-SP outreach and operate the enrollment table at events?



D. Sustained Operations

This phase is the proof of concept and the foundation upon which the ETS-SP will expand both on military installations and in the local communities. In this phase, the enrollment table will be operated on a regular and predicted basis with a goal of 30+ service members per week. ETS-SP Installation Outreach Representatives will coordinate with TAP counselors to ensure that counselors know where and when the table will be located. Hours of operation will vary depending upon the availability of the Outreach Representative and the installation’s TAP timeline. The goal is to have the ETS-SP enrollment table operational for a minimum of six hours per week.

During the sustainment phase of operations, the ETS-SP Installation Outreach Representative is responsible for ensuring the personnel listed below are aware of the ETS-SP and the location and hours of the table.

● TAP counselors

● Building personnel (the individual(s) who opens and closes the building)

● Partners (USO, RSO, VBA, and organizations that facilitate transition)

● Agencies in the building

ETS-SP Installation Outreach Representatives should foster relationships outside of TAP to facilitate marketing throughout the service support centers on the installation. Outreach Representatives should gain an understanding of the battle rhythm of the installation. Typically, the last day of the work week is not conducive to productivity. When the Outreach Representative has established relationships with individuals from the different agencies in the service support center and commands, he or she will become more familiar with the most effective means of marketing on the installation.



III. ResourcesA. Materials

To facilitate an effective enrollment process, the materials listed below are required:

● Table

● ETS-SP tablecloth

● Computer with internet access

● Flyers

● Poster Board and markers

● Coffee, cups, sugar, cream, napkins

● Business card with ETS-SP logo, link, QR code

● Trash can

● Hand sanitizer, sanitizing wipes



B. Sign up Form

Feel free to copy, paste and print the sign-up form below to keep track of service members who express an interest and/or enroll in the ETS-SP.

Sign Up Form Date:


NAME TELEPHONE NUMBER EMAIL


C. Frequently Asked Questions (FAQ) from Service Members

What is ETS-SP? ETS-SP stands for the Expiration Term of Service Sponsorship Program.

What’s that? ETS-SP is a program established in partnership with the Department of Veterans Affairs (VA) to sponsor service members through the transition process from military to civilian life. ETS-SP is about a personal relationship between the transitioning service member and the sponsor.

Who can have a sponsor? Any service members/Veterans who are transitioning to a civilian community

What if I am undecided on my final destination? ● You will choose your final destination and determine the logistics involved in getting

there; your sponsor will mentor and assist with resources and guidance.● If you do not know your final destination, you will be connected to an ETS sponsor who

will assist you in the decision making process.● When you choose your new community, you will be connected to a local sponsor.

Why should I have a sponsor? ● Connect with someone who can share knowledge about your new community with you

and your family.● Develop relationships and engage in shared networks in your new community.● Gain insight into resources that will help you thrive during transition.● Make the transition less stressful for you and your family.

How will the sponsor work with me? ● Sponsors will contact you regularly via email, text, or phone.● Sponsors will meet with you in-person (or via virtual meeting teleconferencing) at least once a

month.● Sponsors will share their knowledge of the local area and available resources with you.● Sponsors will guide you in identifying goals and developing action plans to achieve these

goals.

How can I be sure that my sponsor and I will work well together? ● Every sponsor is certified by the VA.● ETS-SP is successful only with a solid relationship between you and your sponsor and

wants your relationship to work!



D. Questions to Ask the Service Member The following questions might assist you in conversing with the service member.

● Where are you transitioning to after you ETS?

● When do you ETS? Are you taking terminal leave?

● Do you have a job lined up after you ETS?

● What is your occupation?

o Army/Marines: MOS

o Navy: NEC

o Air Force: AFSC

● Are you planning to go to school after you ETS? If so, did you already apply?

● Ask about GI Bill Benefits, BAH in the area the school is located, etc.

● Are you excited about getting out?

● Will you be applying for VA Disability? How far along are you in the process? Do you need

help connecting with the VA?

● What do you think you will miss the most about the military?

● Do you know where you will be living when you get out?

● Are you/your family from there? (Establish whether or not they are with their family.)



E. Checklist for Enrollment and Outreach Process

1-2 Weeks Prior ▢ Confirm space to set up a table at the event. Get the event or installation point of contact

(POC) email/phone number. ▢ If necessary, create a schedule and assign personnel to attend the tabling event. ▢ Provide personnel with ETS-SP objective, mission statement, and script in order to

familiarize themselves. ▢ Ensure tablecloth is on hand. ▢ Create inventory of items for tabling (sign-up sheet, tablecloth, promotional materials,

etc.). Request any additional items that are needed.

2-4 Days Prior ▢ Ensure promotional items have been obtained (i.e., flyers, etc.). ▢ Review inventory of items; ensure all items have been received. ▢ Confirm tabling event with POC.

Day Prior ▢ Order coffee and/or refreshments to be delivered or picked up for the event. ▢ Ensure the ETS-SP volunteers have all of the materials inventoried and staged along with

POC information. ▢ Brief the ETS-SP volunteers on expectations, proper attire, and conduct.

Day of Event: Pre ▢ Verify that you have all the materials you need ready for transport to the event. ▢ Pick up refreshments (or confirm delivery time). ▢ Arrive with enough time to set up the table and materials (typically 15-30 minutes prior to

the event).

Day of Event: Post ▢ Pack all remaining material that can be reused for future events. ▢ Dispose of any waste and clear the area. ▢ Double-check the area to ensure that no material or trash is left behind. ▢ Notify POC that you are leaving the area (if necessary). ▢ Ensure sign-in sheet is scanned and emailed to ETS-SP National. ▢ Pack up and return all promotional materials. ▢ Conduct after-action analysis on areas of successes and areas for improvement. Modify

promotional materials as needed. Readjust number of flyers to print, explore alternative options for refreshments/catering, etc.

2-3 Days Post Event ▢ Send thank you email to POC, as necessary. ▢ Submit any recommendations to ETS-SP National POC for improvement from post-tabling

analysis for consideration.


Transition Coordinator Toolkit

Copyright © 2021 The ETS Sponsorship Program

ETS-SP Transition Coordinator Toolkit February 2021


Transition Coordinators are the first people our newly enrolled service members/Veterans speak to about our ETS Sponsorship Program! We appreciate your willingness to welcome our transitioning service members/Veterans to our program with care and empathy.

This toolkit provides an overview of our program as well as the specific role of our transition coordinators. If you have any questions about any of the material presented, please contact us at ETS-SP National or reach out to your ETS-SP Community Integration Coordinator.

Again, thank you for your time and willingness to serve as our program ambassadors. We look forward to moving forward with you!



Table of Contents

I. Overview 4

II. Responsibilities 5

III. ProcessesA. Pre-Intake 6 B. Intake Call 8C. Monthly Follow-Up 9 D. Frequently Asked Questions (FAQ) 9

IV. ResourcesA. Initial Email to ETS-SP Newly Enrolled Service Member/Veteran 11 B. First phone call to ETS-SP Newly Enrolled Service Member 11 C. Email in response to Timeline Inquiry 12 D. Monthly Tracking Emails 12E. VA Healthcare Liaison Directory 13 F. Indicators of Concern 13



I. OverviewWhen a service member/Veteran enrolls in the ETS Sponsorship Program (ETS-SP), ETS-SP National assigns the service member to an ETS-SP Transition Coordinator (TC). The TC utilizes a Transition Coordinator dashboard. The dashboard provides the TC with the service member demographic information, including personal information, military service time and transition details that highlight the domain areas that are important as noted by the service member/Veteran.

After enrollment, the TC makes the first contact with the service member/Veteran. The TC emails or uses the service member/Veteran’s preferred method of communication to coordinate an appointment to conduct an intake phone call.

The purpose of this initial intake phone call is to discuss and expand upon the service member’s needs and concerns on the five domains. This information is found on the enrollment form previously submitted by the service member/Veteran at the ETS-SP website.

Upon completion of the intake process, the transitioning service member/Veteran file is assigned to the appropriate Community Integration Coordinator (CIC). Within 7-14 days after the intake is complete, the CIC matches the transitioning service member with a sponsor. Together, the service member/Veteran and sponsor begin their journey together.

After matching, the TC will remain a participant in the sponsor/service member/Veteran journey. The TC will send follow-up emails to all assigned service members/Veterans during the second week of each month. After each follow-up, the TC notes the outcome of each follow-up and saves the notes to the service member/Veteran’s file on the dashboard. If a service member/Veteran’s communication with the TC causes any level of concern about their well-being, the TC will contact ETS National.



II. Responsibilities The Transition Coordinator (TC) serves as the welcome ambassador for the ETS Sponsorship Program to the newly enrolled service member. They are the first line of communication with the service member/Veteran; they set the building blocks to create a trusting working relationship with them.

The TC responsibilities follow:


Transition Coordinator

● Be caring, friendly, and enthusiastic in your contact with service members/Veterans. Apersonable approach and warm demeanor are crucial to the cultivation of rapport andestablishment of a service member’s comfort within our organization.

● Communicate in a timely and professional manner with both servicemembers/Veterans, ETS National and the Community Integration Coordinators (CICs)IAW the steps noted in Section III, Processes.

● Schedule an intake telephone appointment with the service member/Veteran toreview enrollment information as well as discuss the service member/Veteran’spressing concerns and needs as he or she approaches his or her ETS.

● Understand and utilize the dashboards effectively.

● Send bi-monthly follow-up emails with assigned service members/Veterans.

● Answer any questions or concerns that the service member/Veteran may have. You donot have to know the answer to every question--just know where to find the answer!


III. Processes The role of the Transition Coordinator (TC), including the timeline and duties involved, are discussed below.

Important: The TC should contact the TC supervisor or identified ETS-SP National POC with any concerns, questions or issues. The TC will share questions raised by the service member/Veteran at the weekly TC meeting.

Should there be an explicit indication of high risk, the TC should contact the identified ETS-SP National POC immediately. See Indicators of Concern Section IV, Resources (G).

A. Pre-Intake

Service member/Veteran Assignment

When a service member/Veteran enrolls online, ETS National will assign the service member/Veteran to a TC through the ETS-SP dashboard. The TC utilizes a Transition Coordinator dashboard. The dashboard is a communication tool and provides the TC with the service member/Veteran demographic and enrollment information. The dashboard gives the TC access to the service member/Veteran Enrollment Profile that the Intake Call will be based on. The Enrollment Profile includes:

Initial Contact

A service member/Veteran’s preferred method of contact (typically, e-mail, text, or phone) as well as preferred time(s) will be indicated on their enrollment form. The TC will initiate an introductory communication with the service member/Veteran and will schedule a mutually agreed upon appointment time to perform the telephone intake. The intake takes approximately 30 minutes. The ETS-SP journey cannot begin until the intake is completed. The email template is located in Section IV, Resources (A).


Personal information Service details Transition details

Sponsor details Permissions Terms and Conditions


Follow-Up Protocol

Sometimes, service members/Veterans are not quick to respond. If the service member/Veteran does not respond to the email, the TC will employ the follow-up protocol. Depending on the service member/Veteran’s ETS timeline, the TC will follow timely protocol:

‘No Response’ Protocol

Once all steps of the follow-up protocol have been exhausted, the unresponsive service member/Veteran file is referred to ETS National who attempts to contact the service member.

● At this point, TCs are no longer required to continuously follow up with the service member.

● If ETS National is unable to contact the service member/Veteran, ETS National will close the service member/Veteran’s file with the stipulation that the program is available to the service member/Veteran at any time if he or she wishes to return/re-enroll.

● If ETS National is able to contact the service member/Veteran, he or she will be labeled a case of reestablished connection and the TC will be contacted and informed of the next steps (which may include re-attempting to schedule the intake appointment).


If the Service member’s/Veteran’s ETS date is 50 days or less

Follow-up #1 - If no response to initial contact within 48 hours, send follow up;

Follow-up #2 - If no response to Follow-up #1 within another 48 hours, cold-call the

servicemember/Veteran.

If no response to Follow-up #2, this service member/Veteran is deemed unresponsive.

If the Service member’s/Veteran’s ETS date is greater than 50 days

Follow-up #1 - If no response to first contact within 48 hours, send follow up;

Follow-up #2 - If no response to Follow-up #1 within another 48 hours, send another follow

up.

If no response to Follow-up #2, this service member/Veteran is deemed unresponsive.


B. Intake Call Opening and Greeting

The Transition Coordinator will call the service member/Veteran at the mutually agreed upon date and time requested by the service member/Veteran in their response during the Pre-Intake communication. The TC greets the service member enthusiastically and in a friendly manner. Content and Conversation

The Transition Coordinator should review and confirm specific parts of the enrollment form or the enrollment profile on the TC dashboard with the service member/Veteran. These specific parts include:

Name Contact information Date of birth

It is important to note that the TC does not have to go through the entire intake form. The intake form will guide the TC through the phone call--the TC does not have to memorize any of the information on the intake form. If a service member/Veteran has checked off a box on the enrollment form, simply ask the questions on the intake form listed under the box/category. The intake form on the ETS-SP dashboard will guide the TC to ask the appropriate questions. During the intake phone call with the service member/Veteran, the TC makes appropriate annotations that might assist the sponsor. For example, if the service member says he or she has a pet giraffe, the TC will note this so the sponsor is aware. More likely, the service member may mention family members with special needs or interest in Crossfit; items of interest that would be helpful for the sponsor to know. Closing and Final Steps

Once you have reviewed each pertinent area of the form and verified that the service member/Veteran does not have additional questions, the conversation can end. The TC should let the service member/Veteran know that ETS National will soon be in touch regarding next steps (i.e., matching with a sponsor).

The TC then refers back to the dashboard and under “Action Needed”, the TC indicates the appropriate status of the file with one of the following: Sponsor (the service member/Veteran is ready to be matched with a sponsor) or Needs Assistance (the service member/Veteran’s situation requires attention from ETS-SP National or the assigned CIC).



C. Monthly Follow-Up

The TC will send follow-up emails to all assigned service members/Veterans during the second week of each month. An email template is located in Section IV, Resources (D). After each follow-up phone call, the TC notes the outcome of each follow-up and saves the notes to the service member/Veteran’s file on the dashboard. The follow-up responses are important in providing additional information to the sponsor and CIC and will be helpful for future meetings between the service member/Veteran and sponsor.

The follow-up includes: Did the service member respond? If so, what time/day?

How is the service member/Veteran doing? Does the service member/Veteran have any questions?

If the service member/Veteran reaches out to the Transition Coordinator, the TC should contact the CIC or ETS-SP National to ensure that the service member/Veteran’s needs are being met in a timely manner.

Email templates to provide the TC with a formatted reply for an assortment of inquiries are found in the Resource section of this toolkit.

D. Frequently Asked Questions (FAQs)

Who should I contact when a service member/Veteran is unresponsive? Contact ETS-SP National or the appropriate representative outlined to you.

How long do intake appointments usually take? Appointments usually last about half an hour.

Why do I only ask the service member/Veteran some—but not all—of the questions on the intake form? This is meant to respect the service members’ time as well as verify only the areas of transition identified by the service member/Veteran on their enrollment form.

How long does it take for a service member/Veteran to be matched with a sponsor? Matching usually takes between seven to ten days.

What criteria are used to determine a sponsor best suited for a particular service member/Veteran? Geographical proximity is most important, as this maximizes the ability for sponsors to meet in-person with their service members/Veterans. It also allows service members/Veterans the ability to connect with someone who has knowledge of the resources in their (new) community.



What information will the sponsor have on the service member/Veteran post-intake? The sponsor will receive all the information collected during the intake appointment. As a result, the sponsor will be armed with some knowledge of the service member/Veteran and his or her background. This is meant to facilitate the sponsor’s initial meetings with the service member/Veteran and maximize the productivity of their sessions.

Can my spouse or any of my other relatives or friends receive a sponsor? If your spouse, relative(s), or friend(s) are service members/Veterans themselves, they are eligible to enroll. If they are civilians, they are not eligible for any kind of sponsorship at this time.

What should I do if a service member/Veteran does not recognize me or recollect ETS Sponsorship when I call them? Simply remind them who you are and what the purpose of ETS Sponsorship is. Service members/Veterans may not always remember enrolling. If the service member/Veteran obliges, proceed with the protocols as per usual. If the service member/Veteran reiterates a lack of recognition, ask if they would like to participate based on the information you have provided them. If they decline, simply let them know they can opt back in to participate at any time. In this case, ensure they have your contact information and manually record the outcome of this communication. What should I do if a service member/Veteran misses the intake appointment? Reconnect with them via their preferred method of communication and reattempt to schedule another appointment. What email address should I use for my communications? Please use your ETS Sponsorship email address for your communications.



IV. Resources A. Initial Email to ETS-SP Newly Enrolled Service Member/Veteran When a service member/Veteran enrolls in the ETS Sponsorship Program, he or she indicates their preferred method of communication. Should that be email, the Transition Coordinator uses the template below to schedule the intake phone call with the service member/Veteran. Hello, (INSERT service member name), My name is Transition Coordinator name and I look forward to serving as your Transition Coordinator through ETS Sponsorship. To get you started, I'd like to schedule a brief phone call so we can discuss your needs and concerns regarding our program. What might be a good day/time for us to connect? Thanks for letting me know what best works for you! Welcome to the ETS Sponsorship Program! Sincerely, Transition Coordinator name B. First phone call to ETS-SP Newly Enrolled Service Member The TC has sent an email to the newly enrolled service member/Veteran requesting a time/date for an intake phone call. The service member has responded to the email with a specific time/date. Before making the call, the TC should review the enrollment form and note which areas contain information to help expedite the intake process. Please be punctual! The TC calls the service member at that agreed upon time on that date. The conversation goes like this: “Good morning! (With enthusiasm!) This is the ETS Sponsorship Program, Tessa Transition Coordinator, speaking.” Without sounding like a robot, the TC confirms the areas checked on the enrollment form. It is helpful to note comments that the service member makes during the intake that could be helpful for sponsors in their initial conversations with the service member.



C. Email in Response to Timeline Inquiry After the Transition Coordinator has conducted the intake phone call and forwarded that information to the Community Integration Coordinator (CIC) or ETS-SP National (should there not be a CIC in the area the service member is moving to), the service member/Veteran will then be matched with a sponsor. If, after the intake phone call, the service member/Veteran reaches out to the Transition Coordinator to let the TC know that they have not yet heard from a sponsor, the TC should contact the CIC or ETS-SP National to ensure that the service member/Veteran’s needs are being met in a timely manner. The Transition Coordinator responds to the service member/Veteran using the email template below. Hello (INSERT service member name), Thank you for reaching out to me regarding a timeline of when you will be matched with your sponsor. Service members are ideally matched within 7-14 days after the Intake phase is complete. However, since each match requires consideration of the service member’s destination location, interests and needs, sometimes the matching exceeds this timeline. We appreciate you letting us know that you have yet to be matched and we assure you that we will carefully review and attempt to resolve your situation as soon as possible. I’d like to connect you to the VA Health Liaison, (INSERT NAME), in [SMs state/most local to them] in the event you have any pressing needs or concerns prior to getting connected with your sponsor. (INSERT FIRST NAME) contact information follows: (INSERT NAME] and [INSERT email address] And please know that I’m here to assist you as well! Feel free to contact me as often as you’d like with any questions or concerns.

TC name and contact info

D. Monthly Tracking Emails Transition Coordinators will reach out to their assigned service members/Veterans via email during the second week of the month (i.e., by Friday of that week) to check in. The purpose of this email is to ensure that their journey with their sponsor is going well. The TC is encouraged to be personable, build rapport, and reflect the caring and empathy that the ETS-SP is built upon, while understanding that the deeper relationship should be between the service member/Veteran and his or her sponsor. The email template follows:



Hello (INSERT service member name),

Thank you for taking the time to talk with me on [date] and helping me get to know you better. As I mentioned at the end of our phone call, I’ll do a monthly check-in with you via email. This is our first check-in!

I’ll send these check in notes during the second week of every month. Please let me know if you have any questions or concerns or if you have any thoughts you’d like to share with me. I’m here to ensure that your relationship with your sponsor, _____, is working well for you both.

Please reach out to me if I can do anything to assist you. If I don’t have the answer, I can find it for you!

I look forward to hearing how things are going.

TC name

After each monthly follow-up, the outcome of the followup is noted in the service member file.

● Did the service member/Veteran respond?● If so, on what date?● Do they have any questions?

E. VA Healthcare Liaison Directory

Please see your TC supervisor for the most updated directory.

F. Indicators of Concern

In all communication with the service member/Veteran, the Transition Coordinator should be aware of any indications of stress that might hinder the service member/Veteran’s transition. Should the service member/Veteran note the following, the TC should immediately contact the identified ETS-SP National POC. All ETS-SP Transition Coordinators will be trained by the TC supervisor to ensure they are aware of indicators of concern and the appropriate protocols.


Service Member/Veteran Toolkit

ETS-SP Service Member/Veteran Toolkit February 2021

Welcome to the ETS Sponsorship Program (ETS-SP)! We are excited to join you on your transition journey!

You have taken the first steps by enrolling into the program. Please remain in contact with your ETS-SP team, your transition coordinator and your sponsor. Remember, your success should remain a priority. If you need anything, your ETS-SP team is here for you!

Again, thank you for your time and trusting us to help you with your transition journey. We look forward to moving forward with you!



Table of Contents I. Overview 4

II. Transitioning Service Member/Sponsor ETS-SP Journey 4 A. Your ETS-SP Journey 5 B. Using Your ETS-SP Dashboard 6 C. Things To Remember 6 D. Frequently Asked Questions 7



I. OverviewETS-SP is meant to ensure you, the transitioning service member, are prepared for your ‘next mission’. Your ‘next mission’ is to successfully assimilate into your post-military life through setting and accomplishing attainable goals meaningful to you.

When you received your permanent change of station (PCS) orders, you may have received a PCS sponsor from your new military installation. ETS sponsors strive to fill a similar role for you as you prepare to exit the military and move to your post-military hometown. Our VA trained sponsors possess a unique understanding of your hometown and are connected to federal and community resources.

ETS-SP is unique in that it focuses on the following domains where an ETS-SP sponsor will advise the transitioning service member/Veteran, and connect them to resources: ✓ Employment and Education✓ Housing✓ Family and Legal✓ Social and Physical Fitness✓ Medical Care

II. Transitioning Service Member/Sponsor ETS-SPJourney

The ETS-SP recognizes that every transitioning service member has a unique timeline and a unique story. Our goal is to work with each service member to maximize a successful transition for each unique situation.



A. Your ETS-SP Journey

Step 1: Your ETS-SP Transition Coordinator and Your Intake Call

Upon receipt of your enrollment form, an ETS-SP Transition Coordinator (TC) is assigned. Your TC will contact you via email or other preferred method of communication and will set up an appointment to conduct a telephonic initial intake. Your ETS-SP TC will reach out once per month to ensure all is going well and respond to any questions or concerns.

Step 2: Your ETS-SP Sponsor

Upon completion of the intake process, you will be matched to a certified ETS-SP sponsor, preferably in your new hometown area. You will receive an email introducing you to your ETS-SP sponsor. The matching process is not random. Using the information provided during your enrollment and intake, along with information about available sponsors, and your community, we strive to make the best possible connection.

Step 3: Your First Call with Your ETS-SP Sponsor

No matter how many months out you may be from your ETS date, the initial phone call should include:

● Introductions,● Questions to help the sponsor get to know you and your desired outcomes,● The logistics of communicating, preferred time and method,● The dashboard (see section B) and any plans to use it for messaging, and● Determining a time/date/place for your next call or meeting.

Step 4: Your Action Plan

Your sponsor will discuss your identified action item specifics of the domain areas and concerns you may have. After identifying the specific issues in each domain, short- and long-term goals will be discussed.

Together with your sponsor, you will work on: ● Identifying the actions that need to be taken to achieve each goal;● Reassessing and updating short-term goals;● Creating new action plans, as needed; and,● Working with your sponsor to connect with resources as required.

Step 5: Graduation and Completion of The ETS Sponsorship Program

Although every situation is different, typically, a Veteran is ready to graduate about a year after first meeting the sponsor. At the conclusion of your ETS sponsorship journey, you and your ETS-SP sponsor will:

● Confirm updated short- and long-term goals lists; and,● Discuss a roadmap for the future.



B. Using Your ETS-SP Dashboard

Your ETS-SP Dashboard serves as an information and communication center. The dashboard is a one-stop site that allows you to centralize the relevant information you need to best support your transition journey.

We encourage you to utilize your personalized dashboard to: ● Communicate via message with your sponsor.● Keep track of your Action Plans.● Access important links to resources.● Store important documents safely in your secure data vault.● Keep up to date on ETS-SP news.● Access a calendar of local events held in your new hometown that is catered to your

interests.

C. Things to Remember


Tips to Get the Most of Your ETS Sponsorship

● Be considerate to schedule meetings ahead of time; value your sponsor’s time.

● Be available . Sponsors are able to connect with you regularly via email, text, or phone.Sponsors should meet with you in-person or via teleconference at least once a month.

● Be resourceful. Don’t expect the sponsor to have all the answers to your questions.

● Be proactive; bring up relevant matters to discuss with your sponsor. Don’t leave it to thesponsor to decide on what to talk about every time.

● Be curious and engaged and an active participant.

● Be responsible, work hard, and put in your best effort. Don’t forget what you committed todo.

● Be dependable. Don’t disappear when your schedule gets crazy.

● Be professional. Don’t ignore your sponsor’s attempts to get in touch with you.

● Give feedback. Giving your sponsor feedback helps your sponsor know how best to assistyou.


D. Frequently Asked Questions (FAQ) by Service Members

What is ETS-SP? ETS-SP stands for the Expiration Term of Service Sponsorship Program.

What’s that? ETS-SP is a program established in partnership with the Department of Veterans Affairs (VA) to sponsor service members through the transition process from military to civilian life. ETS-SP is about a personal relationship between the transitioning service member and the sponsor.

Who can have a sponsor? Any service members/Veterans who are transitioning to a civilian community.

What if I am undecided on my final destination? ● You will choose your final destination and determine the logistics involved in getting

there; your sponsor will mentor and assist with resources and guidance.● If you do not know your final destination, you will be connected to an ETS-SP sponsor who

will assist you in the decision making process.● When you choose your new community, you will be connected to a local sponsor.

Why should I have a sponsor? ● Connect with someone who can share knowledge about your new community with you

and your family.● Develop relationships and engage in shared networks in your new community.● Gain insight into resources that will help you thrive during transition.● Make the transition less stressful for you and your family.

How will the sponsor work with me? ● Sponsors will contact you regularly via email, text, or phone.● Sponsors will meet with you in-person (or via virtual meeting teleconferencing) at least once a

month.● Sponsors will share their knowledge of the local area and available resources with you.● Sponsors will guide you in identifying goals and developing action plans to achieve these

goals.

How can I be sure that my sponsor and I will work well together? ● Every sponsor is certified by the VA.● ETS-SP is successful only with a solid relationship between you and your sponsor and

wants your relationship to work!

What do I work on with an ETS-SP sponsor? ● An ETS-SP sponsor is provided to you for help with transition and assist with any concerns

related to transitioning out of the military.



● These concerns may be related to family, employment, education, housing, accessingbenefits, etc..

● These needs will be identified during your intake assessment. It is not a problem if you areunsure as to what your needs may be at any particular time, as your sponsor is trained tohelp you identify these needs and make plans as to how to address them.

Where and how often can I communicate and meet with my sponsor? ● Your sponsor will contact you regularly via email, text, or phone, and will meet with you

once a month in-person or virtually.

What do I do if I relocate and am no longer in close regional proximity to my sponsor? ● If you relocate from your initial/planned destination, you will have the option of

remaining with your previous sponsor or switching to a new sponsor in your newdestination.

How long does sponsorship last? ● Sponsorship usually lasts many months or up to a year. The sponsor will remain

connected and continue to support you throughout the transition process until you andthe sponsor feel you have successfully and adequately transitioned to your post-militaryhome. However, depending on the nature of your relationship with your sponsor, youmay choose to maintain contact once sponsorship has formally ended.

How can I, as a graduate of the ETS Sponsorship Program, remain involved in the program? ● Congratulations! As a graduate of ETS Sponsorship, there are many ways to stay involved

with the program. You have the opportunity to become an ETS-SP sponsor, small groupfacilitator, or senior trainer. Transitioning service members/Veterans have an advantagedue to their personal experiences within the context of the military-to-civilian transition.Details of the training requirements will become available to you once you graduate fromthe program.


Sponsor Toolkit

ETS-SP Sponsor Toolkit February 2021


Sponsors are the heart of our program. Your commitment to connect with our transitioning service members makes our program unique and effective. We appreciate your willingness to guide, mentor, and empower our service members as they transition into their new communities.

This toolkit provides an overview of our program as well as the specific role of our sponsors. If you have any questions about any of the material presented, please contact us at ETS-SP National or reach out to your ETS-SP Community Integration Coordinator.

Again, thank you for your time and willingness to serve. We look forward to moving forward with you!



TABLE OF CONTENTS

I. Overview of Sponsorship Process 4

II. Responsibilities A. Sponsor 6 B. ETS-SP Transition Coordinator 6 C. ETS-SP Community Integration Coordinator 6 D. ETS-SP National 6

III. The Service Member and Sponsor Journey

A. Getting Matched 7 B. The First Call 7 C. The Action Plan 9 D. Graduation and the Completion of the ETS Sponsorship Program 10 E. Utilizing the Dashboards 11 F. Things to Remember 12

IV. Finding Assistance

A. Community Collaborative 13 B. Other Resources 15 C. Domain Specific Resources 17

V. Transition Assistance Program (TAP) 21

VI. Resources

A. Enrollment/Intake Forms 24 B. SMART Goals Worksheet 26 C. Goals Worksheet 27



I. Overview of Sponsorship Process The transition for a service member back to civilian life is challenging. Veterans may find difficulty in:

● Relating to people who do not know or understand what they have experienced; ● Reconnecting with family and establishing a role back into the family; ● Joining or creating a community because there is not a community based structure; ● Preparing to enter the workforce; ● Creating their new structure outside of what the military has provided for them; ● Adjusting to a different pace of life and work.

The ETS-SP is centered on the relationship between the sponsor and the service member/Veteran. Recognizing the critical role that our communities play in the transition process and understanding the myriad of support organizations that exist to support Veteran transition, the ETS-SP partners with community collaboratives to ensure synchronization of all efforts. Overview of the TSM/Sponsor Journey Process

The ETS-SP recognizes that every transitioning service member has a unique timeline and a unique story. Our goal is to work with each service member to maximize a successful transition for each unique situation. The ETS-SP achieves this goal through you, the sponsor, and the connection, the relationship, you form with the transitioning service member.

1) Service members enroll online at https://etssponsorship.com. 2) ETS-SP transition coordinator is assigned and coordinates an intake phone call with the

service member. 3) Service members are matched to an ETS-SP sponsor. We will alway reach out to you first to

make sure you are available. In the matching email, we suggest to the service member they reach out to the sponsor. Please feel free to introduce yourself via email or call the service member.

4) Every month, the ETS-SP transition coordinator will reach out to the service member to do a quick check in. ETS-SP sponsors will receive a monthly update survey each month.





IMPORTANT

At no time does ETS-SP National, ETS-SP Community Integration Coordinators, ETS-SP Transition Coordinators, ETS-SP sponsors nor any other entity that is provided access to ETS-SP dashboards disclose individual service member/Veteran personal identifiable information (PII) outside of the ETS-SP network. All PII is stored within the secure ETS-SP dashboard/database and all communication related to PII must be communicated through the secure dashboard. If a service member/Veteran requires services from specific entities, a best practice is to provide the service member/Veteran the contact information for the respective service and have the service member/Veteran initiate contact. The only exceptions are:

● As required by state law (e.g., imminent risk to self or others).● Local consent provided by service member/Veteran. ETS-SP National acknowledges that

Community Integration Coordinators are currently part of existing digital networks.ETS-SP National defers to existing policies and procedures executed at the local level,specific to disclosure of information and additional consent that is needed by servicemembers/Veterans. Consent provided by service members/Veterans does not coverdisclosure of PII at the local level. Additional consent must be acquired.

● To such organizations, as the Department of Veterans Affairs, so that they can conductadditional analysis of the data to help us better understand your needs and to evaluate,as well as improve, the programs that we provide to transitioning servicemembers/Veterans.


II. Roles and Responsibilities


ETS-SP Sponsor (Volunteer)

ETS-SP Sponsor ● Complete the enrollment form and consent; ● Agree to and sign the volunteer policies agreement; ● Complete the required three training sessions; ● Develop a relationship based on trust with the service member; ● Assist the service member/Veteran in identifying transition needs; ● Guide the service member/Veteran in the identification of goals; ● Utilize the ETS-SP dashboard and ensure the service member

understands the many areas on the dashboard that can be useful; ● Not disclose any service member/Veteran personal identifiable

information outside of the ETS-SP dashboard; ● Assess graduation readiness; and, ● Communicate with the ETS CIC throughout the process.

ETS-SP Transition Coordinators

ETS-SP Transition Coordinators

ETS-SP Transition Coordinators conduct intake phone calls with service members to confirm information and needs assessment and conduct follow up check of sponsor/service member match ups. Transition Coordinators provide weekly updates highlighting issues, complicated challenges, immediate needs, and unresponsive service members or sponsors.

Community Integration Coordinator

ETS-SP Community Integration Coordinator (CIC)

The ETS-SP CIC is a partner organization or certified sponsor who partners with the ETS-SP National leadership to lead the ETS-SP efforts in a specific community. The ETS-SP CIC agrees to recruit and maintain a local sponsor corps, assist ETS-SP National in enrollment/intake processes if requested, administer and support the service member/Veteran relationship, develop local support and support the state and national effort.

ETS-SP National

ETS-SP National The ETS-SP National office will: ● Provide training support to sponsors; ● Provide service member/Veteran oversight; ● Communicate regularly with CICs and support as required; and, ● Continuously evaluate and improve the program.


III. The Service Member and Sponsor Journey After certification, you’ll join your transitioning service member on his or her journey in their next chapter of life. Every journey is unique--dependent upon where the service member is on their timeline when they enroll in the program. However, despite the unique situations faced by our sponsors and service members, every journey will share similar phases that are discussed below.

● Getting Matched

● The First Call

● The Action Plan

● Graduation and Completion of the ETS Sponsorship Program

A sponsor should try to normalize and validate the service member/Veteran’s feelings. A service member/Veteran who is experiencing difficulties in transitioning is not alone - many others have experienced these challenges and the ETS-SP has ways to help. Sponsors do not promise to have all the answers - Sponsors do promise to be committed to exploring different tools and strategies with the service member/Veteran until they find what works for the Veteran. Transition difficulties are serious and real, but can also be manageable and temporary.

A. Getting Matched

Once you finish your training sessions, your ETS-SP Community Integration Coordinator will match you with a service member/Veteran in your area. The matching process is not random. When the service member/Veteran applies, he or she provides basic personal information and the ETS-SP Community Integration Coordinator will use that information, along with information he or she knows about you, the sponsor, and your community to make the best possible connection. You will receive an email that alerts you to access the information on the ETS-SP dashboard (e.g., service member’s contact information and basic personal information, education, experiences, and goals). This information will contain the needs that the service member noted as important to him or her in their enrollment form. These needs will establish the service member’s action item list. See the Enrollment and Intake forms in the Resources Section (VI) to preview possible action item tasks. B. The First Call

When the service member/Veteran enrolled, he or she indicated the preferred means of communication (text, email, phone). It is suggested that you contact the service member/Veteran using the preferred means of communication. Every transitioning service member enters the ETS Sponsorship Program at a different time. Some may enroll twelve months before their ETS date; some may enroll two weeks before their ETS date. Depending upon the timeline, the sponsor’s first call and actions leading up to the ETS date will vary.



No matter how many months out the service member is from their ETS date, the goal is to establish rapport. In-depth goal setting on these areas will not happen during the initial connection with your service member. Goal setting will occur after a few sessions, when you’ve built a rapport and begin to move forward together.

The initial phone call should include:

● Introduce yourself. Tell your service member/Veteran about your family, your hobbies,what you do for fun. Share a little about why you are a sponsor.

● Explain the sponsoring process, then ask the following questions.o Tell me your story.o When will you ETS?o Do you know what area you are going to?o Tell me about your family, friends.o What do you do for enjoyment?

● Listen. If the service member/Veteran wants to share about him or herself, listen.● Acknowledge their strengths and accomplishments. This is something you want to do at

the beginning of your relationship.● Discuss the logistics of communicating. When is a good time to connect with you? Do you

have a preference of how I contact you? Phone, email, text? How you communicate willdepend upon your service member’s preferences. Each relationship finds thecommunication method that works best for them.

● You should meet in person (or via virtual meeting teleconferencing if your servicemember/Veteran has not yet left the military) at least once a month. See the guidelinesas listed per the timeline above. If possible, we encourage personal meetings. In-personmeetings should be at a neutral location that feels safe and comfortable. The locationshould provide the privacy needed to speak openly about personal matters. It should alsoallow the meeting to take place as long as necessary without interruption.


How often should you communicate with your transitioning service member?

12 months or more out from their ETS date 1-2 times per month

6-12 months out from their ETS date 2 times per month

4-6 months out from their ETS date 2-3 times per month

0-3 months out from their ETS date weekly

Once the Veteran is in the community weekly via phone or email and visit at least once per month in-person

For Veterans who have already ETSed weekly via phone or email and visit at least once a month in-person


● Discuss the dashboard and your plans to use it for messaging; encourage the servicemember/Veteran to take advantage of the data vault and other benefits provided by thedashboard. We encourage sponsors to utilize the Chat Space and Meetings functions thatare available on the ETS-SP dashboards to facilitate communication and captureinformation.

● Before you finish communicating with the service member/Veteran, set up atime/date/place for your next call or meeting.

● You should talk, text, or email to conduct the other meetings per month. You shouldcontact the service member/Veteran at the same time and day of the week ifpossible. This gives the service member/Veteran structure similar to that of the military. Italso makes it clear to the service member/Veteran that you are reliable and serious aboutbeing available and supportive.

C. The Action Plan

You have established a relationship. You have talked about issues in the domain areas. This phase - the journey phase - can take as long as the service member/Veteran needs.

One of the first things a sponsor does is make a collaborative, initial assessment of the service member/Veteran’s status within each of the domains. You will then be able to assist the service member/Veteran in establishing domain-specific goals that can be evaluated on a monthly basis. Working to complete action items and achieve goals is the bulk of the sponsorship process as discussed in detail in session #2 of the ETS-SP sponsor training.

Once the focal domains are chosen, you will work together with the service member/Veteran to: ● Identify the areas where assistance is needed;● Develop lists of short and long term goals;● Identify the actions that need to be taken to achieve each goal;● Create new action plans, as needed; and,● Connect him or her to resources as required.


IMPORTANT

What should the sponsor do if the service member is non-responsive and does not reply or return your calls?

The sponsor should notify the ETS-SP Community Integration Coordinator if the service member/Veteran is non-responsive after two attempts to contact him or her. We will try to reach out and see if the service member is still interested in the program, or if there may be a circumstance for their unresponsiveness. There have been some instances where the service member has been training, etc. If the service member remains unresponsive to our team, we will move the service member to the unresponsive list. Our program will continue to reach out and let the service member know they are always welcome to rejoin the program.


At the end of each session, you and the service member/Veteran should review what you have discussed and clearly outline the homework tasks that each will complete before their next meeting. This time should also be used to confirm the date and time for the next meeting. Homework should be simple and manageable. These assignments are supposed to help the service member/Veteran feel motivated; they should allow them to feel capable of mastering things; they should not be overwhelming. Breaking a task down into smaller pieces and tackling one piece at a time through homework makes goals more attainable. Goal sheets are excellent resources that can be used to identify goals and action items and develop homework. A blank copy of a goal sheet can be found in Section VI, Resources.

Not every service member/Veteran will have issues in every domain. Some service members/Veterans may be comfortable addressing two or three domains before feeling well-adjusted enough to explore other domains. This is completely fine! The ETS-SP exists first and foremost to support the service member/Veteran.

At times, you may be faced with action items that you do not know how to complete or are not relevant to your areas of expertise. In these cases, you are encouraged to engage with your ETS-SP Community Integration Coordinator or ETS-SP National point of contact. The network and structure of the ETS-SP allows for the sharing of knowledge and resources.

D. Graduation and the Completion of the ETS Sponsorship Program

The Graduation Phase consists of the Veteran’s final meeting, or final two meetings, and their actual graduation from the program. Although every situation is different, typically, a Veteran is ready to graduate about six months after transition. How do you know if your Veteran is ready?

Utilize these guidelines and ask these questions below to assess the situation: ● Confirm updated short- and long-term goals lists.● Review the five domains. Discuss the successes and obstacles in each.● Discuss a roadmap for the future.● Are there other things you would like assistance with?● How will you handle obstacles in the future?● Are you familiar with the resources that are available?

After discussing the information and answers to the questions above, use the checklist below to further assess your Veteran’s readiness:

● Does the Veteran show evidence of mental calmness and personal resiliency?● Is there any evidence of mental or physical health concerns?● Does the Veteran have a job that supports personal goals and responsibilities?● Does the Veteran have sufficient housing for himself or herself and their family?● Does the Veteran have connections and bonds to the community--including a person with

whom he or she can manage stressors as they arise in the future?● Does the Veteran have access to adequate family care for dependents?



● Has the Veteran applied for, completed, or at least been made aware of all eligiblemilitary, medical, and educational benefits that are available to him or her?

Finally, if you and your Veteran both agree that he or she is ready to graduate, contact your ETS-SP Community Integration Coordinator. When you, the Veteran, and your ETS-SP Community Integration Coordinator agree that he or she is ready to graduate, set the graduation date with the Veteran and ETS-SP Community Integration Coordinator.

E. Utilizing the Dashboards

The ETS-SP provides the service member, the sponsor and the Community Integration Coordinator with a dashboard that serves as an information and communication center. The dashboard is a one-stop site that allows you to centralize the relevant information you need to best sponsor your service member.

Sponsors are encouraged to utilize the dashboard to: ● Communicate via message with your service member.● Keep track of Action Plans.● Request resource assistance.● Keep up to date on ETS-SP News.● Keep up to date and current on ETS-SP training information.

Sponsors are encouraged to discuss the dashboard with the service member and perhaps review the various areas of the dashboard together. The dashboard is an invaluable tool if both the service member and sponsor maximize its usefulness.



F. Things to Remember

You are a critical part of our program. ETS-SP appreciates all you do for our Veterans!


Tips to Get the Most of Your ETS Sponsorship

● Establish Expectations And Ground Rules - Make introductions, answer questions,delineate expectations of the process

● Do An Informal Needs Assessment - Review the intake information and develop a list ofthe service member’s priorities or areas of concern

● Set Goals Mutually - You and the service member should set goals and prioritize whatyou’ll address together first - develop the action plan.

● Set A Contact Schedule - Decide on the best form of communication and a consistenttime/day to establish a schedule. Be clear about your time boundaries. Offer enoughavailability not to leave your service member/Veteran in a lurch, but not so much thatthey become an annoyance.

● Listen Carefully First, then Ask and Advise - Hear what the service member has to saybefore giving your opinion. Query them on their point of view. They bring insights andperspectives which you may not yet appreciate.

● Let Them Make Their Own Decisions - The sponsor is generally more knowledgeable andexperienced than the service member. It would be easy just to tell the service memberwhat to do.

● Be Accountable to Each Other - If you promise to look into an issue or provide a resourceto the service member, do so according to the terms of your commitment. By the sametoken expect them to meet their pledges to you. Trust and accountability are foundationsof an effective mentoring relationship.

● Check Your Biases and Impulses - Hopefully you’ll get to know your service memberreasonably well. Before you do, avoid letting stereotypes distort your impressions. Justlike you that person may be different from what’s on the surface.

● Do not promise to have all of the answers. Do promise to commit to exploring differenttools and strategies with the service member/Veteran until you find what works.


IV. Finding AssistanceYou have identified short- and long-term goals. What’s next? How do you guide the Veteran to achieve these goals? In order to accomplish the action plan, it will be critical to integrate services provided by local agencies outside of the ETS-SP network. Optimally, ETS-SP Community Integration Coordinators will assist in connecting service members/Veterans to needed services within the community.

A. The Community Collaborative

The ETS-SP mission to assist transitioning service members is shared by many Veteran Support Organizations (VSOs) and community support organizations across the country.

ETS-SP refers to the many organizations that exist in our communities to assist our Veterans as The Community Collaborative . Depending on your unique community, your community collaborative may include organizations such as AWP or the Veterans’ Administration (VA), an AmericaServes network, or Combined Arms; your community may also have American Legions or Team Red, White and Blue. It may have a Veteran Support Office at the county level. Every community is different and the resources available to assist our Veterans in their transition differ accordingly.

The ETS-SP Community Integration Coordinator ties these support entities together and connects them to the transitioning service member/sponsor pair.

You, the sponsor, will best be able to support and empower your service member when you are familiar with the resources available in your community. Sponsors should understand the community collaborative, what it consists of and what services each organization can contribute. Sponsors should communicate regularly with the ETS-SP Community Integration Coordinator to ensure that you share and update information about these organizations, and about which organization might best serve your service member.

The sponsor and ETS-SP Community Integration Coordinator connect the Veteran to the community collaborative- thereby maximizing their efforts and best serving our Veterans.




IMPORTANT

What should you do if you do not have an ETS-SP Community Integration Coordinator and are looking for assistance for your service member/Veteran?

Through our partnership with America’s Warrior Partnership, use the following link to request assistance. A referral can be made by an ETS-SP team member or the service

member/Veteran can do a self referral: https://www.tfaforms.com/4869063

https://www.tfaforms.com/4869063


B. Other Resources

VA Welcome Kit

The VA Welcome Kit makes it easier for service members, Veterans, family members, caregivers and survivors to understand the many different benefits and services offered by the VA. The Welcome Kit can help guide a service member/Veteran through education, employment, home loans, healthcare or retirement issues. The VA Welcome Kit includes a handy one-page Quick Start Guide focused on specific topics.

MAIN LINK:

The VA regularly updates the Welcome Kit online as new information becomes available. VA Welcome Kit

DOMAIN SPECIFIC RELATED LINKS:

Employment: VA Career and Employment Assistance

Education: VA Education Benefits GI Bill Comparison Tool

Housing: VA Housing Benefits

Family & Legal: VA VGLI

Social and Physical: VA Mindfulness APP

Medical: VA Disability

VA Health care

VA Records

VA Vet Centers

VA Female Veterans



https://www.va.gov/careers-employment/

https://www.va.gov/education/

https://www.va.gov/gi-bill-comparison-tool

https://www.va.gov/housing-assistance/

https://www.va.gov/life-insurance/options-eligibility/vgli/

https://mobile.va.gov/app/mindfulness-coach

https://www.va.gov/disability/

https://www.va.gov/health-care/

https://www.va.gov/records/

https://www.vetcenter.va.gov/index.asp

https://www.va.gov/womenvet/whtt/index.asp


Military OneSource

Military OneSource provides information, resources and support for active-duty, National Guard and reserve service members (regardless of activation status), their families and survivors. Provided at no cost, Military OneSource gives exclusive access to programs, tools, and benefits designed to help ensure service members and their families are mission-ready and able to thrive in both their military and post-military lives.

As a DOD program, Military OneSource offers a wide range of services designed exclusively for the military community. Services include help with relocation, tax support, financial planning, health and wellness coaching, as well as confidential non-medical counseling and specialty consultations for spouse employment, education, adoption, elder care, special needs and more.

MAIN LINK:

Military OneSource services are accessible 24/7, service members and family members can call Military OneSource at 800-342-9647 or go to Military OneSource .

TOPIC SPECIFIC RELATED LINKS:

Military Life Cycle

Family & Relationships

Moving & Housing

Financial & Legal

Education & Employment

Health & Wellness

National Guard


https://www.militaryonesource.mil/

https://www.militaryonesource.mil/military-life-cycle/

https://www.militaryonesource.mil/family-relationships/

https://www.militaryonesource.mil/moving-housing/

https://www.militaryonesource.mil/financial-legal/

https://www.militaryonesource.mil/education-employment/

https://www.militaryonesource.mil/health-wellness/

https://www.militaryonesource.mil/national-guard/


C. Domain Specific Resources

Please find below the most commonly identified areas asking for assistance within each domain from the enrollment form and intake process.

General Transition Assistance:

DoD Transition Assistance Program LinkedIn DoD Military to Civilian Transition Office

Employment (most commonly checked areas):

☑ Need For Immediate Employment☑ Resume and Cover Letter Assistance☑ Job Fairs, Networking Opportunities, Corporate Veteran Hiring, and Internships☑ Workforce Development Resources

Department of Labor VETS Program

CareerOneStop Veteran and Military Transition Center

USA Jobs - Veterans

Career Path Decide

Hiring Our Heroes

Resume Engine Military Translator

Recruit Military

ONet MY Next Move Career Profiler

VMET (Verification of Military Experience and Training)

☑ EntrepreneurshipVA Veteran Entrepreneur Portal Small Business Administration Veteran Owned Businesses

☑ ApprenticeshipsDoD Skillbridge Program Apprenticeship.GOV Hiring Our Heroes Fellowships

☑ LinkedIn Page CreationLinkedIn For Veterans LinkedIn Soldier For Life LinkedIn Marine For Life (DC)


https://www.dodtap.mil/

https://www.linkedin.com/showcase/military-civilian-transition-office/

https://www.dol.gov/agencies/vets

https://www.careeronestop.org/Veterans/default.aspx

https://www.usajobs.gov/Help/working-in-government/unique-hiring-paths/veterans/

https://careerpathdecide.usalearning.gov/career-planning

https://www.hiringourheroes.org/

https://www.resumeengine.org/#/

https://recruitmilitary.com/

https://www.mynextmove.org/vets/

https://milconnect.dmdc.osd.mil/milconnect/public/faq/Training-VMET

https://www.va.gov/osdbu/entrepreneur/

https://www.sba.gov/business-guide/grow-your-business/veteran-owned-businesses

https://dodskillbridge.usalearning.gov/

https://www.apprenticeship.gov/apprenticeship-job-finder

https://www.hiringourheroes.org/fellowships/

https://socialimpact.linkedin.com/programs/veterans

https://www.linkedin.com/company/us-army-soldier-for-life/

https://www.linkedin.com/in/m4l-network-dcmetro/


Education (most commonly checked areas):

☑ Using my Active Duty Educational Benefits - GI Bill☑ I am Enrolled in School and Don't Have VA Educational Benefits

VA Education Benefits VA Education and Career Counseling VA VITAL (Veterans Integration to Academic Leadership)

☑ I would like more information about DoD COOL and TranscriptsCOOL Credentialing ARMY COOL Credentialing MARINES COOL Credentialing NAVY COOL Credentialing AIR FORCE Joint Services Transcript Air Force Transcript

☑ I would like more information about College Academic Advisors☑ I would like more information about Tutoring and Assistance☑ I would like more information about Other Programs and Scholarships

Dept. of Defense Tuition Assistance (TA) Decide College Scorecard Tutoring with VA Benefits Military OneSource Education Consultant

Housing ☑ Stable Housing☑ Short Term Housing☑ Veteran Friendly Resources☑ Adaptive Housing☑ VA Home Loan / VA Refinancing

VA Housing Assistance

☑ Homelessness ServicesVA Homeless National Call Center

☑ Other Housing AssistanceMoving-Guide/Retirees-Separatees, Household Goods Transport

Family & Legal

☑ Transitioning Family Needs (Spouse, Children, Extended Family)Military OneSource Spouse Career Exploration

Medicaid and the Children’s Health Insurance Program (CHIP)

VA Benefits for Spouses, Dependents, Survivors and Family Care Givers


https://www.va.gov/education/

https://www.va.gov/careers-employment/education-and-career-counseling/

https://www.mentalhealth.va.gov/student-veteran/vital-program.asp

https://www.armyignited.com/app/

https://www.cool.navy.mil/usmc/overview/index.htm

https://www.cool.navy.mil/usn/index.htm

https://afvec.us.af.mil/afvec/Public/COOL/

https://jst.doded.mil/jst/

https://www.airuniversity.af.edu/Barnes/CCAF/Display/Article/803247/community-college-of-the-air-force-transcripts/

https://www.dodmou.com/TADECIDE/

https://collegescorecard.ed.gov/

https://www.va.gov/education/about-gi-bill-benefits/how-to-use-benefits/tutor-assistance/

https://www.militaryonesource.mil/confidential-help/specialty-consultations/education/plan-your-future-with-a-military-onesource-education-consultant/

https://www.va.gov/housing-assistance/

https://www.va.gov/homeless/nationalcallcenter.asp

https://move.mil/moving-guide/retirees-separatees

https://myseco.militaryonesource.mil/portal/content/general/37

https://www.healthcare.gov/medicaid-chip/getting-medicaid-chip/

https://www.va.gov/family-member-benefits/#more-resources-for-those-supporting-a-veteran-or-service-member


☑ Child Care / Caregiver SupportMilitaryChildCare.com (DoD website) Child Care Aware

☑ Life Insurance Plan / VGLIVA VGLI

☑ Exceptional Family Needs / Special Needs ConcernsMilitary OneSource Exceptional Family Needs

☑ Legal ServicesAmerican Bar Association Military Assistance

☑ Financial Budgeting AssistanceOffice of Financial Readiness - USA Learning.GOV

Military Consumer Financial Readiness

Consumer Financial Protection Bureau Service Members

☑ Transportation RequirementsVA Automobile Allowance Adaptive Equipment

☑ Basic Needs (Food, Clothing, etc)VA Food Insecurity

VA Adaptive Clothing Allowance

☑ Other Family NeedsMilitary OneSource Building Healthy Relationships Consultant

Social and Physical

☑ Classes and WorkshopsVA Veteran Training Skills and Tools to Help Users Enhance Aspects of Their Lives

☑ Groups that Promote Fitness and Gym InterestsTeam Red, White and Blue

☑ Volunteer OrganizationsAmeriCorps, Volunteer Opportunities

☑ Societies and NetworkingSoldier For Life AUSA - Association of the United States Army The Marine Corps. Association and Foundation Marine For Life Network Association of the United States Navy Air Force Association


https://public.militarychildcare.csd.disa.mil/mccu/ui/#/

https://www.childcareaware.org/

https://www.va.gov/life-insurance/options-eligibility/vgli/

https://www.militaryonesource.mil/family-relationships/special-needs/

https://www.americanbar.org/groups/legal_services/milvets/aba_home_front/directory-programs/

https://finred.usalearning.gov/

https://www.militaryconsumer.gov/

https://www.consumerfinance.gov/consumer-tools/educator-tools/servicemembers/

https://www.va.gov/disability/eligibility/special-claims/automobile-allowance-adaptive-equipment/

https://www.nutrition.va.gov/Food_Insecurity.asp

https://www.va.gov/disability/eligibility/special-claims/clothing-allowance/

https://www.militaryonesource.mil/confidential-help/specialty-consultations/building-healthy-relationships/

https://www.veterantraining.va.gov/

https://www.teamrwb.org/

https://americorps.gov/

https://soldierforlife.army.mil/

https://www.ausa.org/

https://mca-marines.org/

https://usmc-mccs.org/services/career/marine-for-life-network/

https://ausn.org/

https://www.afa.org/


☑ Wellness Retreats and Holistic Options☑ Spiritual Opportunities

VA Spiritual and Whole Health Programs

☑ OtherNational Parks Free Access for Veterans and Gold Star Families

Medical

☑ Need to Register with VA☑ Currently Enrolled / Registered at VA

DoD Request For Medical Records

☑ Disability Health and Condition☑ Information on Initiating or Upgrading a VA Disability Rating

VA Disability Compensation

☑ Vet Centers and VSOsVA Vet Centers

☑ Health Insurance Concerns☑ Health Care Plan

Health Care Coverage Options

☑ Other Benefits AssistanceInTransitions Coaching Counselor VA Veterans with Lesbian, Gay, Bisexual and Transgender (LGBT) VA Center For Women Veterans Transition Training


https://www.va.gov/WHOLEHEALTH/circle-of-health/spirit-soul.asp

https://www.nps.gov/planyourvisit/veterans-and-gold-star-families-free-access.htm

https://www.tricare.mil/Resources/MedicalRecords

https://www.va.gov/disability/

https://www.vetcenter.va.gov/

https://www.healthcare.gov/Veterans/

https://www.pdhealth.mil/resources/intransition

https://www.patientcare.va.gov/LGBT/index.asp

https://www.va.gov/womenvet/whtt/aboutus.asp


V. Transition Assistance Program (TAP) When you begin to work with your transitioning service member, depending on where they are on in their transition timeline, they may have begun their transition assistance program (TAP). This section is here to help you understand the process a transitioning service member will go through (https://www.dodtap.mil/ ). The Department of Defense Transition Assistance Program (TAP) provides information, tools and training to prepare service members with their military-to-civilian transitio n. TAP starts no later than 365 days prior to transition for those who are separating or retiring. It is recommended retirees begin the transition process at least two years prior to retirement. Components of the TAP curriculum The mandatory components of TAP are applicable for all service members who have at least 180 continuous days or more on active duty; this includes the National Guard and Reserves.

1. Individualized Initial Counseling The transition process begins with an Individualized initial counseling between the service member and a TAP counselor. During the IC session, service members complete their personal self-assessment and begin the development of their Individual Transition Plan to identify their unique needs for the transition process and post-transition goals.

2. Pre-separation Counseling Once the individualized counseling is complete, pre-separation counseling commences. Pre-separation counseling, just like IC, must start no later than 365 days prior to transition. Pre-separation counseling covers by-law information including benefits, entitlements and resources for eligible transitioning service members. Caregivers and spouses are especially encouraged to attend pre-separation counseling with their service member.

3. The DoD Transition Day The DoD Transition Day follows pre-separation counseling, and is mandatory for transitioning service members. It covers these topics:

● Managing Your Transition gives service members an understanding of the importance of preparing for their transition from military service into the civilian sector and provides an overview of the Transition Assistance Program curriculum. The less obvious topics of transition – such as personal and family transition concerns, the differences in the culture of civilian and military workplaces, transition-related stressors, and the importance of effective communication during the transition process – are introduced. The course concludes with both military and civilian resources that can provide support during and after transition for military personnel and their family members.

● Military Occupational Code Crosswalk demonstrates how to translate military skills, training and experience into civilian credentialing appropriate for civilian jobs. Service members will document their military career experience and skills, translate their military occupation experience to civilian occupations and skills, and identify any gaps in their training and/or experience that need to be filled to meet their career goals.


https://www.dodtap.mil/


● Financial Planning for Transition builds on the financial training provided during the military life cycle and helps service members understand how transition will impact their financial situation. Subjects include change in income, taxes, healthcare costs, new expenses and other financial matters. Online tools are used to calculate the military-to-civilian income equivalent and to research the cost of living for at least two geographical locations. Throughout the course, service members have the opportunity to develop or update a spending plan.

4. VA Benefits and Services VA Benefits and Services is a one-day interactive briefing that teaches service members about VA benefits and programs based on their needs and where they are in their transition journey. Topics covered include disability benefits and compensation, memorial and burial benefits, education and economic support, housing benefits and health care options, including both physical and emotional health needs.

5. Department of Labor Employment Fundamentals of Career Transition The Department of Labor Employment Fundamentals of Career Transition provides an introduction to the tools and resources service members can use to evaluate career options, gain information for civilian employment, and understand the fundamentals of the employment process.

6. Service Member Elected Tracks The TAP also includes a service member election of two days of instruction. These include the DOL Employment Track, DOL Vocational Track, DoD Education Track and the Small Business Administration Entrepreneurship Track. Transitioning service members must elect at least one track, but may attend more than one based on their ITP and post-transition goals.

7. Capstone The Capstone is the culminating event where commanders verify achievement of career readiness standards and a viable ITP. It must happen no later than 90 days before separation or released from active duty.

TAP schedules can be found here: https://tapevents.org/


https://tapevents.org/


VI. ETS-SP Resources

Resources for service members/Veterans, sponsors, ETS-SP Community Integration Coordinators, and others who are interested in ETS-SP, may be found on the library page of our website (https://etssponsorship.com/library).

A. Service Member/Veteran Enrollment Form-Transition Details SectionB. Smart GoalsC. Goal Worksheet


https://etssponsorship.com/library


A. Service Member Enrollment Form-Transition Details Section (1 of 2)

Listed below is an excerpt of the transition details section from the service member/Veteran enrollment form. If a service member/Veteran checks any of these items, the ETS-SP transition coordinator will ask follow up questions in the intake phone call. These areas of concern will build the service member/Veteran’s Action Plan on the ETS-SP dashboard.

Employment Please check any of the applicable topics for assistance:

☑ Current on active duty, but have job lined up for post-separation☑ Need For Immediate Employment☑ Resume and Cover Letter Assistance☑ Job Fairs, Networking Opportunities, Corporate Veteran Hiring, and Internships☑ Workforce Development Resources☑ Entrepreneurship☑ Apprenticeships☑ LinkedIn Page Creation☑ Other Employment Assistance

Education Please check any of the applicable topics for assistance:

☑ Using my Active Duty Educational Benefits - GI Bill☑ Plan to Go to School and Using other Veteran Educational Benefits☑ I am Enrolled in School and Don't Have VA Educational Benefits☑ Other Programs and scholarships I would like more information about☑ I need to complete my DoD COOL☑ College Academic Advisors☑ Tutoring and Assistance

Housing Please check any of the applicable topics for assistance:

☑ Stable Housing☑ Short Term Housing☑ Veteran Friendly Resources☑ Adaptive Housing☑ VA Home Loan / VA Refinancing☑ Homelessness Services☑ Other Housing Assistance



Service Member Enrollment Form-Transition Details Section (2 of 2)

Family Please check any of the applicable topics for assistance:

☑ Transitioning Family Needs (Spouse, Children, Extended Family)☑ Child Care / Caregiver Support☑ Life Insurance Plan / VGLI☑ Exceptional Family Needs /Special Needs Concerns☑ Family Activities and Involvement☑ Legal Services☑ Financial Budgeting Assistance☑ Transportation Requirements☑ Basic Needs (Food, Clothing, etc.)☑ Other Family Needs

Social and PhysicalPlease check any of the applicable topics for assistance:

☑ Classes and Workshops☑ Groups that Promote Fitness and Gym Interests☑ Volunteer Organizations☑ Societies and Networking☑ Wellness Retreats and Holistic Options☑ Spiritual Opportunities☑ Other

Medical Please check any of the applicable topics for assistance:

☑ Need to Register with VA☑ Currently Enrolled / Registered at VA☑ Disability Health and Condition☑ Information on Initiating or Upgrading a VA Disability Rating☑ Vet Centers and VSOs☑ Health Insurance Concerns☑ Health Care Plan☑ Disability Rating☑ Other Benefits Assistance



B. Smart Goals

C. Goal WorksheetThis goals worksheet is utilized by sponsors as they partner with their service members/Veterans to develop goals and action plans.



Date: Domain(s):

Long Term Goal(s):

Short Term Goal #1:

Action Items:

1.

2.

3.

Short Term Goal #2:

Action Items:

1.

2.

3.

* Refer to the SMART Goals description to set short- and long-term goals (below).


Community Integration Coordinator Toolkit

ETS-SP Community Integration Coordinator Toolkit February 2021


Community Integration Coordinators serve as the connector between the ETS-SP and the local community. Your willingness to partner with the ETS-SP and serve as the boots on the ground for our program will maximize our ability to effectively serve our transitioning service members and Veterans.

This toolkit provides an overview of our program as well as the specific role of our Community Integration Coordinators. If you have any questions about any of the material presented, please contact us at ETS-SP National.

Again, thank you for your time and willingness to serve as a Community Integration Coordinator. We look forward to moving forward with you!



Table of Contents I. Overview 4

II. Getting Started 4

III. Recruit and Maintain a Local Sponsor Corps.A. Recruitment 5

B. Certification 5

C. Reward and Maintain 6

IV. Support of Service Member/Sponsor RelationshipsA. Administration 9 B. The Process 9

V. Develop Local SupportA. Promotion 11 B. Partnerships 11

VI. Support the State and National Level 12

VII. ResourcesA. CIC Checklist 13 B. Daily/Monthly Task Checklist 15



I. OverviewA Community Integration Coordinator (CIC) is an individual or organization that leads the efforts in the community to connect the service member/Veteran and sponsor to available community resources. Every community is different. Many communities will have Veterans Administration (VA), numerous Veteran Service Organizations, a Veteran Service Officer and other entities that exist to support transitioning service members/Veterans. These organizations, pooled together by the Community Integration Coordinator (CIC), are referred to as the Community Collaborative because they are, ideally, all collaborating together to serve the Veterans in the community.

The Community Integration Coordinator has signed a Memorandum of Agreement (MOA) with the ETS-SP to assume responsibility for the sponsor-Veteran relationship in their community. By agreeing to serve as the ETS-SP Community Integration Coordinator, he or she will lead the efforts in the community to connect the Veteran/sponsor to the various Veteran support agencies. Additionally, the ETS-SP will supply the ETS-SP CIC with access to the digital information set on the incoming Veteran. The ETS-SP CIC will know who is coming and what their needs are before they arrive on the ground in the community. This enables our communities to best serve both the incoming Veteran and community.

II. Getting StartedNew Community Integration Coordinator (CIC) Implementation Checklist The checklist found in the Resources section (VIII) of this toolkit contains primary activities with multiple tasks within each activity. All steps should be completed within one to two months prior to implementation.

Community Integration Coordinator (CIC) Task Timeline A task timeline of daily and monthly tasks involved in administering a CIC program is found in the Resources section (VIII).

Community Integration Coordinator (CIC) Certification ChecklistThe certification checklist of tasks outlines the requirements for completion of the Community Profile Map and Community Assessment in preparation for a formal evaluation and certification by America’s Warrior Partnership.

Community Integration Coordinator (CIC) Certification Training and Certification The CIC certification training consists of four-blocks of instructions and takes approximately eight hours to complete. The training is a combination of on-demand and virtual training. Training focuses on gap areas identified by the completed Community Profile Map and Community Assessment. The official CIC Certification consists of assessments, evaluation and training completion. Certification is valid for one year with the requirement for re-evaluation for the immediate four years following the initial certification. A certification seal will be provided to the newly certified organization to place on their website.



III. Recruit and Maintain a Local Sponsor CorpsA. Recruitment

Consider Sponsor Motivation. The programs that are most successful are those that identify their potential sponsors’ motivations and goals and speak to them directly during their recruitment.

Employ Broad Communication. Create and announce web-based and paper-based materials specific to the program. Provide details, background, and descriptions of next steps for interested participants. Set up open house-type events, in-person meetings, conference calls, and webinars. Feature enthusiastic endorsements by sponsors who are willing to share their positive experiences and listen to and learn from those who have not had positive experiences. Connect with professional groups as well as social networks. Consider including professional associations and connect with these groups. Consider utilizing online recruiting on social media websites.

Utilize Direct Appeal. The majority of sponsors become involved because they have been invited to do so. Others become involved due to their association with a group or organization that is already engaged. Word-of-mouth is a common and successful recruitment method. A direct appeal for help, especially from a peer or social group, is often the best way to invite sponsors. Select highly regarded individuals to successfully engage, either individually or in a group setting, to encourage the recruitment of potential sponsors.

Sponsor recruitment is part of everything the program does. Not all recruitment happens within the context of a plan. Sponsor recruitment occurs during casual conversations, at formal meetings, or at official events. An invitation to be a sponsor may be extended anytime, anywhere. Every time we--or any of our sponsors, service members/Veterans, or supporters-- interact with a program participant or a potential sponsor--whether through an announcement, a marketing campaign, or a personal conversation--we leave an impression about ETS-SP. Our goal is to leave a positive impression--one that encourages participation and belonging.

B. Certification

When the potential sponsor signs up at the ETS-SP website, ETS-SP National will send an email to the ETS-SP Community Integration Coordinator. The email will contain personal information about the sponsor, as well as his or her contact information. The ETS-SP Community Integration Coordinator is encouraged to reach out to the sponsor as soon as possible and welcome him or her to the team. The sponsor will be waiting to hear from the ETS-SP Community Integration Coordinator and will be anxious to start the training.

ETS-SP National will conduct all three training sessions virtually for all sponsors, sponsored by the Veterans Administration (VA) with a cohort group. Each session is 2.5 hours long, totaling 7.5 hours. This ensures that our ETS-SP sponsors are trained to meet national standards and our training is consistent across the communities we serve. Within Community Collaboratives that possess trained mentors, sponsors or peer specialists, it may be possible for adjustment to training requirements, as approved by the VA office that provides the ETS sponsorship training.



Upon completion of the training and certification, sponsors will participate in continuing education requirements to ensure they keep abreast of the most current research and techniques to assist our Veterans. These one- hour classes are conducted virtually, the third Tuesday of every month, and will feature presentations on relevant topics and the domain areas. Sponsors are required to participate in at least one quarterly class, though monthly participation is encouraged.

The ETS-SP Community Integration Coordinator is responsible for tracking the progress of the sponsors in your community on your community dashboard. If you have any questions or issues with your dashboard, contact ETS-SP National. When the sponsor has completed the training, he or she will be officially certified and ready to work with a service member/Veteran and will also have access to a limited sponsor dashboard.

C. Reward and Retain

The techniques listed below are best practices that enhance retaining the best sponsor corps.

Communicate! Make sure your sponsors realize how important they are. Make sure they know that you care about them. Make sure they know that they are not alone and that you are there to assist them.

Be available to listen to your sponsors--their job is not easy. Establishing a relationship with the service member/Veteran may take time. Establishing trust may take more time. Often, especially in the early stages of the relationship, communication from the service member/Veteran may be sparse and lacking. Your sponsors may find that the challenges are daunting and frustrating. Be there to listen, guide, and support.

Disseminate relevant, helpful information to the sponsors and Veterans in your area. Newsletters, social media, email, and text messages are all means of communication that, depending upon the message, may be useful.

Build A Community. Consider beginning the year with a formal get-together and following up with regularly scheduled monthly, bimonthly, or quarterly meetings for sponsors. These meetings provide the sponsor with the opportunity to share and learn from other sponsors’ experiences. Sponsor meetings are an effective tool to help sponsor and service member/Veteran relationships endure and grow.

Consider hosting sponsor socials or mixers. Invite speakers and use the opportunity to conduct professional development classes. Consider inviting Veterans every other month.

Do your best to find the fine line between providing on-going support to the sponsor and recognizing that the sponsor has other responsibilities and time commitments. You want to support, but not overwhelm your sponsors with required meetings and trainings. Decide which



activities are mandatory and which are optional. Conduct meetings and training sessions at a time and place that is most convenient. Be open and amenable to input from your sponsors about what forms of support would be most useful for them.

Check in with your Sponsors. Call, email, or text. Try some of these questions:

● How is your match going? How do you feel about being a sponsor?● Do you spend much time talking with your service member/Veteran?● Does your service member/Veteran keep scheduled appointments?● When was your last scheduled meeting? What did you focus on?● Do you need help with anything? Is there anything interfering with your match?● Are you satisfied with how things are going?● Is there any training you think would be helpful for you?● Is there anything else we should be aware of?● Is there anything we can do to help?

Equip Them with Tools. All sponsors will complete the formal training and be given the opportunity for additional training sessions during the year. As you talk to your sponsors, try to identify areas that may need to be addressed for future training, or resources that may be helpful. If you see, read, or hear about any relevant information, forward it to your sponsors.

Remember Things About Them. Know your team. Review the sponsor profiles and take note of their skills and talents. These sponsors may be able to assist you with other sponsors, and they may be able to serve your region in a greater capacity.

Engage Non-Responsive Participants. If possible, reach out to sponsors who are not actively engaged with a service member/Veteran and invite them to all events and training sessions.

Keep track of the non-responsive sponsors and service members/Veterans in your community. Should one of your sponsors identify a service member/Veteran who is non-responsive, notify ETS-SP National. As needed, ETS-SP National will send an email to the non-responsive participant. Non-responsive participants who opt to drop out for personal reasons are invited to re-enter the program at any time.

Recognition! Recognize both active and inactive sponsors in the following ways:

● Publish a monthly newsletter or calendar of relevant events for servicemembers/Veterans.

● Highlight sponsors in the newsletter, recognizing milestones with the program (number ofmentees, years with program, etc.).

● Highlight their achievements, and/or spotlight a group or individual on social media or thenewsletter.



● Provide ongoing positive reinforcement.● Treat your sponsors like an extension of your staff. Get to know the people who are giving

up their time to work with you and your program.● Invite sponsors to provide feedback. Show that you value their opinions.● Encourage sponsors to recruit others.● Let the sponsors know about the outcomes from the program.● Never forget the power of a simple thank you, spoken or written.



IV. Support of Service Member/Sponsor RelationshipsA. Administration

The ETS-SP Community Integration Coordinator is responsible for the successful execution of ETS Sponsorship Program in their area. They market, recruit, enroll, and match the sponsor to transitioning service members. They monitor the relationship between the service member and sponsor; they understand this is the most important aspect of the program.

Oversight is facilitated by the dashboard provided by ETS-SP National. The dashboard includes the information set provided by the service member and data provided through the consent of the service member. This information set allows the ETS-SP Community Integration Coordinator to monitor risk factors, resilience and success. It also allows the Veteran to communicate to the Community Integration Coordinator and address any issues he/she might have with the sponsor.

If the service member fails to respond to the sponsor’s attempts to communicate, the sponsor reaches out to the ETS-SP Community Integration Coordinator. ETS-SP Community Integration Coordinators are encouraged to attempt contact with the service member one final time before making ETS-SP National aware of the Veteran’s non-participation.

B. The Process

1) When a service member/Veteran completes an application on the ETS-SP website, an ETS-SPtransition coordinator will be assigned. The ETS-SP transition coordinator will contact theservice member/Veteran and conduct a brief intake. The information gathered by thetransition coordinator is added to the service member/Veteran’s file in the ETS-SP Nationaldashboard. ETS-SP National will then alert the appropriate ETS-SP Community IntegrationCoordinator. The CIC will accept the file on their dashboard and make initial contact with theservice member/Veteran.

2) When the service member/Veteran applied, he or she noted his or her preferred method ofcommunication (phone, email, text). Using that preferred method of communication, theETS-SP Community Integration Coordinator will contact the service member/Veteran,



introduce themselves, answer any questions, and explain next steps. They will explain that they (ETS-SP Community Integration Coordinator) will connect them to a sponsor shortly.

3) Next, the ETS-SP Community Integration Coordinator will match the service member/Veteran with a sponsor. This connection is made using the matching tool provided by ETS-SP National and using the Community Integration Coordinator’s unique understanding of the local area. The best possible match is made when personal stories, interests, hobbies, transition needs, long-term goals and experiences are factored into the decision to connect a particular sponsor to a particular service member.

4) The ETS-SP Community Integration Coordinator will send an email to both the sponsor and service member/Veteran matching the pair and introducing them to each other.

5) Throughout the journey that the service member/Veteran and sponsor take together, the ETS-SP Community Integration Coordinator is there to guide them and connect them to the various organizations that are available to make this transition successful. There are many best practice networks that accomplish these connections in local services (e.g., America’s Warrior Partnership, Combined Arms, UniteUs, AmericaServes). Unfortunately, there is no uniform network that can connect all Veterans to each of the local communities across the nation. Therefore, ETS-SP National defers to the existing networks and agreements that already exist within local communities and does not prescribe utilization of any such platform. Instead, it is incumbent upon ETS-SP Community Integration Coordinators to establish any additional MOUs or agreements to ensure Veterans have seamless access to the local community collaborative.

6) Toward the end of the journey, the ETS-SP Community Integration Coordinator will be asked to assist the sponsor in assessing graduation readiness. Together with the sponsor and Veteran, the ETS-SP Community Integration Coordinator will determine whether or not the Veteran is ready to graduate. After graduating from the program, the relationship may continue to exist between the sponsor and Veteran, though not in a formal capacity.

7) ETS-SP recommends employment of a formal graduation acknowledgement or ceremony to bring closure to the sponsorship experience. This process should provide an opportunity for the sponsor and Veteran to reflect upon the relationship, discuss next steps for the Veteran, and provide feedback on the benefits of the program. Typically, this formal process occurs quarterly or semi-annually at a scheduled Community Integration Coordinator meeting.



V. Develop Local SupportThe ETS Sponsorship Program is only effective if it works from the bottom up. Our focus, at every level of ETS-SP, must be the transitioning service member-Sponsor relationship. Everything we do must focus on supporting that relationship.

A. Promotion

ETS-SP Community Integration Coordinators are encouraged to promote the ETS-SP in their communities by publicizing it. Some techniques for promotion follow:

● Speak on behalf of ETS-SP at local community clubs or organizations.

● Make a presentation to the city council or county commissioners.

● Write an article for the newspaper.

● Coordinate an interview by the local news outlets..

● Line up notable speakers for events; host an annual community collaborative dinner andinvite Medal of Honor winners or a Senator or high-ranking military member to speak.

B. Partnerships

ETS-SP Community Integration Coordinators recognize that the most effective way to assist our transitioning service members is to utilize all the resources and agencies available to us. Many organizations exist with the same purpose: To support Veterans. ETS-SP Community Integration Coordinators are encouraged to coordinate with these collaborative partners and work together with them for the good of the Veteran. The sponsor should be able to contact the ETS-SP Community Integration Coordinator and ask questions about which organization would best be able to support a particular issue his/her Veteran may be facing. Ideally, the ETS-SP Community Integration Coordinator is aware of the different support organizations available to the sponsor/Veteran in the community and makes appropriate and timely referrals when requested.



VI. Support the State and National LevelThe ETS-SP Community Integration Coordinator supports the state and national level by:

1. Ensuring that the standards and policies of ETS-SP are met.

2. Participating in an assessment process conducted by ETS-SP National. This assessmentprocess will be delineated by ETS-National and based on VA recommendations.

3. Continuously improving our programs. ETS-SP Community Integration Coordinators areencouraged to constantly be seeking improvement in the means we utilize to assist ourservice members/Veterans. The transition journey is a process and as our servicemembers move back into our communities, we will learn more about how to improveupon the process. ETS-SP National needs your feedback to make ETS Sponsorship better.Use your dashboard, send an email or call whenever you can share thoughts forimprovement.



VII. Resources A. CIC Checklist

This document provides a checklist of suggested tasks involved to implement the ETS-SP program successfully in your service area as the Community Integration Coordinator. The checklist contains primary activities with multiple tasks within each one.


New Community Integration Coordinator (CIC) Checklist - Getting Started

1. Hire/Designate Team

⃞ Develop roles and qualifications. ⃞ Hire/designate program coordinator and support staff if needed.

2. Evaluate and Certify the CIC

⃞ Establish a baseline. ○ Complete the Community Profile Map. ○ Complete the Community Assessment.

⃞ Complete formal evaluation based on Community Profile Map and Community Assessment.

⃞ Complete CIC Training. ⃞ Verify Certification. ⃞ (One-Year Later) Complete Recertification.

3. Train ETS-SP Team

⃞ Develop a plan for orientation and team training. ⃞ Outline program guide and requirements. ⃞ Complete ETS-SP Sponsor Training. ⃞ Complete ETS-SP Dashboard Training (early 2021).

4. Develop/Review Program Policies, Procedures and Forms

⃞ Utilize the ETS-SP Program Guide. ⃞ Review the appropriate toolkits. ⃞ Establish policies and procedures to implement community collaborative protocol. ⃞ Be Flexible! ETS-SP is a process and adjustments may be required for specific service

areas.



5. Outreach and Referral

⃞ Develop program information materials utilizing ETS-SP brand guidelines. ⃞ Create web-based and paper-based materials to employ broad communication. ⃞ Develop social media recruiting campaigns. ⃞ Establish local referral partnerships and protocols.

6. ETS-SP Sponsors

Existing Sponsor Corps In Organization

⃞ Review existing onboarding and training processes. ⃞ Assess if training meets the ETS-SP certification standards. ⃞ Plan for any training required to certify sponsors as ETS-SP certified. ⃞ Review and assess existing sponsor roster. ⃞ Establish a plan to onboard existing sponsors. ⃞ Distribute outreach info to existing sponsors. ⃞ Brief sponsors with an overview of the ETS-SP program. ⃞ ETS-SP Training POC and Portal (Moodle Training Site) ⃞ Invite prospective sponsors to enroll. ⃞ Execute introduction and warm hand-off of sponsors from organization to ETS-SP. ⃞ Establish a plan for retention of volunteers.

Building New Sponsor Corps

⃞ Disseminate outreach and recruitment flyer info. ⃞ ETS-SP Training POC and Portal (Portal - Moodle Training Site) ⃞ Make the intro and facilitate a warm hand-off of new sponsors from ETS-SP to CIC. ⃞ Identify community stakeholders, peers or social groups for direct appeal for

assistance for resources. This may result in additional new sponsors.

7. ETS-SP Service Members (Enroll and Outreach)

⃞ (If applicable): Enroll service members at nearby military installations.

8. Veterans Administration

⃞ Identify local Transition Care Team (OEF/OIF/OND). ⃞ Utilize the VA Transition and Care Management Team Locator. ⃞ The Transition Patient Advocate (TPA) will act as a personal advocate as the SM moves

throughout the VA healthcare system.

https://www.oefoif.va.gov/map.asp


B. Daily/Monthly Task Checklist


9. Build a Community

⃞ (If applicable): ETS National and CIC establish relationships with DoD personnel at respective service area military installations.

⃞ Establish any additional MOUs with local community Veteran best practice networks in your service area.

⃞ Promote within the community (i.e., present to city/county commissioners, article in a newspaper, hosting a community collaborative dinner. Support the State and National levels by ensuring the standards of ETS-SP are met. Comply with National volunteer criteria and policies; participate in assessment process conducted by ETS National; provide recommendation for areas of improvement.

⃞ Communicate regularly with the State Veteran Support Officer and ETS-SP National. ⃞ Identify key community stakeholders and partners as resources for each domain. ⃞ Develop protocols and resources for challenges and high risk behaviors for local

community response.

10. Build a Community

⃞ TBD - tailored to each community.

Community Integration Coordinator (CIC) Task Timeline

Ongoing Tasks

ETS-SP Community Integration Administration

⃞ Connect with community groups, Veteran groups and other interested organizations to further enhance the efforts of the sponsors and Veterans in the region.

⃞ Recruit and maintain a local sponsor corps. ⃞ Communicate with ETS-SP National to provide feedback for adjustments/improvements. ⃞ Participate in ETS-SP National assessment based on VA recommendations. ⃞ Perform any additional duties as directed by ETS-SP National.

ETS-SP Community Integration Marketing and Communications

⃞ Develop a communications strategy for providing information and updates to sponsors and service members/Veterans (i.e. website, social media, email distribution list).

⃞ Develop sponsor communication plan, monthly email or virtual meeting. ⃞ Create a newsletter or some other form of communication to maintain sponsor retention and

interest. ⃞ Reward and recognize sponsors as appropriate.



Daily Tasks

ETS-SP Sponsors

⃞ Review current sponsor roster to assess if roster is adequate to pair enrollment. ⃞ Coordinate with recruitment to keep an active robust roster. ⃞ Send a welcome communication to the newly enrolled sponsor. ⃞ Track progress of the sponsor training process utilizing the dashboard. ⃞ Maintain sponsor Volunteer Policy contracts and ensure compliance. ⃞ Equip sponsors with tools and community resources to help support their roles. ⃞ Be available to answer questions from the sponsor. ⃞ Provide guidance and support to help the sponsor-Veteran pairs. ⃞ Engage non-responsive sponsors; Reach out to sponsors who are not actively engaged with

their service member/Veteran. ⃞ Evaluate when goals have been met and assess graduation readiness by communicating with

the sponsor AND service member.

ETS-SP Service Members ⃞ Accept service member/Veteran file from ETS-SP National.

⃞ Send Introduction communication to the service member/Veteran.

⃞ Match sponsors selectively with a service member/Veteran based on compatibility of goals, interests, or preferences from active sponsor roster.

⃞ Send communication to introduce the service member with the sponsor.

⃞ Send follow up communication to ensure the service member/Veteran and sponsor have made contact.

⃞ Monitor risk factors, resilience and success of the service member-sponsor pair using the dashboard.

⃞ Be available to answer questions from the service member/Veteran.

Monthly Tasks

ETS-SP Sponsors

⃞ Schedule monthly bimonthly, or quarterly meetings for sponsors (virtual or in-person); provide developmental activities such as seminars, networking events or guest speakers.

ETS-SP Service Members ⃞ Transition Coordinator checks in with service members/Veterans.

ETS-SP Program Guide Glossary February 2021

IX. Glossary ETS-SP Glossary

AD: Active Duty

CIC: Community Integration Coordinator

Dashboards: The ETS-SP platform that promotes sponsor and SM/Veteran engagement

DOD: Department of Defense

DOL: Department of Labor

ETS: Expiration - Term of Service

ETS-SP: ETS Sponsorship Program

Moodle: ETS-SP training platform (modular object oriented dynamic learning environment)

RSO: Retirement Service Officer

SFL-TAP: Soldier For Life-Transition Assistance Program (now TAP program)

SM: Service member

TAP: Transition Assistance Program

TC: ETS-SP Transition Coordinator

TCM: Transition Care Management Team (VA)

TSM: Transitioning Service Member

USO: United Service Organizations

VA: Department of Veterans Affairs

VBA: Veterans Benefits Administration

VHA: Veterans Health Administration

VSO: Veteran Service Organizations

Welcome Basket: Feature on ETS-SP dashboards that promotes community integration

Copyright © 2021 The ETS Sponsorship Program

ETS-SP Program Guide

Documents

Transcript of ETS-SP Program Guide