FRG Road to Deployment

Family Readiness Group

Road to Deployment

A Guide for Unit LeadersBattalion Commander: Battalion Command Sergeant Major:

Position Name Email TelephoneBattalion FRG AdvisorBattalion FRSABattalion RDC

FRG “Road Map to Deployment” Guide for Leaders, by Traci A. Cook 1

Our unit is just a few months away from deployment. This is the time to be proactive and think ahead to the future. You have plenty of time to prepare, but time will begin slipping away soon. Use this guide to assist you in preparing your Soldiers and their Families for the upcoming deployment. If you have questions or think of items that should be added to this guide, please contact the FRG Advisor or the FRSA. Thank you for all you do each day!


FRG Leadership

<INSERT FRG LEADERSHIP ROSTER HERE.>


Table of ContentsAppointment Orders......................................................................................................4

Training............................................................................................................................4

FRG Communication Plan...............................................................................................4

FRG Smartbook...............................................................................................................5

FRG Meetings..................................................................................................................5

Family Information Sheets...............................................................................................6

FRG Roster......................................................................................................................6

Fundraisers......................................................................................................................6

FRG Telephone Tree.......................................................................................................6

Key Callers.......................................................................................................................7

Go Team..........................................................................................................................7

Care Team.......................................................................................................................7

Unit Website - AKO or vFRG...........................................................................................7

Volunteer Management....................................................................................................8

Calendar...........................................................................................................................8

Rear Detachment Responsibilities...................................................................................9

Deployment Brief (FRSA and RDC).................................................................................9

Commander/FRG Leader Meeting...................................................................................9

Appendix 1 - FRG Leader Roles and Responsibilities...................................................11

Appendix 2 – Communication Log for FRG Leaders and Key Callers...........................12

Appendix 3 – FRG Volunteer Key Caller Job Descriptions............................................14

Appendix 4 – Key Caller Handbook...............................................................................16

Appendix 5 – Care Team Volunteer Forms and Information..........................................17

Care Team Volunteer Form...........................................................................................17

Appendix 6 – How to Register for our vFRG..................................................................21

Appendix 7 - Lessons Learned on running a successful FRG during deployment.........22


6 months +

Appointment Orders1. Ensure that your unit commander has appointed a primary FRG Leader.

* Co-Leaders can help carry the load, especially during deployment. Co-Leaders should also be on appointment orders. There should, however, be one primary FRG Leader to receive and disseminate information from the higher headquarters. Be sure you and your co-leader sit down and discuss who is taking which roles in the unit FRG (See Appendix 1 - FRG Leader Roles and Responsibilities).

2. Ensure that your unit commander has appointed one FRG Treasurer.3. Copy the signed appointment orders and distribute a copy to: RDC, FRSA, and

FRG Advisor.

Training1. Attend the FRG Leader training on your installation.2. Complete online FRG Leader training at www.myarmylifetoo.com. 3. Copy your Completion Certificate(s) and distribute to: RDC, FRSA, and FRG

Advisor.4. Consider other helpful training opportunities.

a. Care Team Trainingb. Key Caller Trainingc. RDC Trainingd. AFTB Classes, all levelse. Battlemind Training

FRG Communication Plan1. Meet with the unit commander and FRSA to determine your overall FRG

Communication Plan. 2. Establish guidelines and roles and responsibilities for all involved.3. Publish rules and regulations for social media and unit communication for all

Soldiers and Families.4. Ensure that all communication channels have appropriate approval throughout

your unit chain of command.5. Consider a variety of communication options and choose the ones that work best

for your unit and can be sustained throughout the deployment.a. Telephone Rosterb. Email Distributionc. Facebookd. Twittere. Other Social Media: tumblr, Google+, SlideShare, blogs, etc.


http://www.myarmylifetoo.com/

FRG Smartbook1. Obtain a 3 inch binder with tabs. Begin collecting materials to add to your binder.

This is the notebook you will need if your installation conducts an FRG Audit in your unit. Tabs could include:

a. FRG Rosteri. Key Caller Informationii. Key Caller Handbook

b. Leader Rosteri. Care Team Roster/Go Team Rosterii. Training Certificates (FRG Leader Training, Care Team Training)

c. Calendarsi. FRG Calendar

1. FRG Meetings2. Fundraisers3. Family Events

ii. Unit Training Calendar1. Training Exercises2. Unit Events

d. Communication Log (See Appendix 2 – Communication Log)i. Page for each Family.

e. FRG Newslettersf. Community Resources & Information

i. Ivy League Notesii. CSC Notesiii. ACS Informationiv. OWC/ESC Notes

5 months

FRG Meetings

1. Plan an FRG Meeting each month between now and deployment.2. The company-level commander and/or RDC should be present at each meeting

to give an update on the unit and answer any questions from Soldiers or Family Members.

3. Idea: For the last meeting before deployment and during deployment, host battalion-level FRG Meetings once a month. After a battalion-wide information session (with the RDC present to answer questions), break into company-level units to conduct any company-level activities.

a. Monthly Banners: Create a large banner with a monthly theme. Have Family members and children write a message or put handprint/footprints on the banner. Have the FRG send the banner forward for Soldiers to display in their unit area.

b. Care Packages: Decide on a theme before the meeting and advertise it well. Have FRG members bring items to go along with that theme and


package it at the meeting. Have the FRG/RDC send the care package forward for Soldiers to enjoy.

i. Monthly Birthday Box: Include cookies, candies, treats, small wrapped gifts (books, DVDs, necessities) all based on a birthday theme. Themes could include:

1. Pirates (Pirates of the Caribbean DVD, gold coin chocolates, pirate party favors)

2. Summer Fun (inflatable beach balls, sunscreen, water guns, lemonade packets, summer movies)

ii. Monthly Boredom Busters: Include books, magazines, DVDs, and any kind of puzzle/game books along with pens, pencils, and candies.

Family Information Sheets1. Work with your battalion FRSA to ensure that the Family Information Sheets are

correct and complete. 2. Copies to RDC, FRSA.

FRG Roster1. Send an updated FRG Roster to RDC, FRSA, and FRG Advisor each month.

This will help the unit reach Families if needed.2. Ensure that all “No Contact” Families are identified.3. Include security statement on all FRG Rosters.

Fundraisers1. Consider hosting fundraisers at this time. Fundraising ideas prior to deployment

a. Items with unit name, crest: t-shirts, sweatshirts, coffee mugs, car magnets, baseball caps, mouse pads

2. Why are we fundraising?a. To provide Soldiers: birthday cards, holiday mailings, postage, care

packages, unit bannersb. To provide Families: kids’ play dates, unit socials, holiday events for

Families

4 months

FRG Telephone Tree1. Organize your FRG Families into a Telephone Tree, if you haven’t already. If

you have a functioning Phone Tree, take this time to test call and update.2. Ensure sufficient volunteers to serve as Key Callers (those who will be

responsible for calling 3 – 5 people on the Telephone Tree each month). See Appendix 3 – Volunteer Job Descriptions.

3. Send an updated FRG Telephone Tree to RDC, FRSA, BN Advisor each month.


Key Callers1. Identify Key Callers on your FRG Telephone Tree.2. Ensure that Key Callers are trained.

a. ACS Training on postb. Provide a copy of the Key Caller Handbook (see Appendix 4 – Key Caller

Handbook).3. Activate the FRG Telephone Tree every two weeks during deployment to ensure

accuracy of information.

3 months

Go TeamThe “Go” Team is a group of volunteers who will enter the home of a Family who has received a casualty notification. This will ONLY occur after the official notification is complete and IF the family has agreed to have FRG assistance present. The Go Team will consist of: Brigade Representative, a Battalion Representative, and a company representative (company commander-appointed representative).

1. Company commanders: Appoint a company “Go” Team representative and an alternate.

2. FRG Leaders: Assist the company commanders in ensuring that your company “Go” Team members are trained. All volunteers who enter the home of a Family after a casualty notification must be trained.

a. Operation READY Care Team Trainingb. US Army Care Team Handbookc. Public Affairs Training (for dealing with the media)

3. RDC/FRSA: Maintain a training tracker of all Go Team members for the battalion. (See Appendix 5 – Care Team Volunteer Form.)

Care TeamThe Care Team is a group of volunteers at a company or battalion level that work together to assist families after a casualty notification. This team works to provide needs based on the Go Team’s recommendations.

1. Identify a company “Care Team Coordinator” and an alternate.2. Ensure that your company Care Team volunteers are identified.

a. Care Team volunteers can make meals, provide childcare, take care of pets, provide transportation for family members, or help as needed.

3. Create and maintain a roster of Care Team volunteers who are ready to assist on the company-level Care Team. (See Appendix 5 – Care Team Volunteer Form.)

Unit Website - AKO or vFRG1. Encourage Soldiers to register their Families.

a. Include reminders in emails, newsletters, and telephone callsb. Utilize “How to Register” form. (See Appendix 6 – How to Register for our

vFRG.)


2. Encourage Soldiers with geographically dispersed spouses to register their spouse.

3. Encourage Soldiers to register parents, siblings, or other family members.4. Utilize the site to conduct rumor control.

a. RDC/FRSA: Add “Rumor Control” button.

2 months

Email Distribution List1. Create/update email distribution list with all Family FRG members listed.2. Ask (in email, newsletters, etc.) if extended Family would like to be added to the

list. * This information is best coming from the Soldiers so start asking now.

Volunteer Management1. Work to place willing volunteers in helpful positions. An FRG Leader should not

have to carry the load of caring for Families alone. Positions could include:a. Co-Leader (must be on appointment orders)b. Secretary (must be on appointment orders)c. Treasurer (must be on appointment orders)d. Volunteer Coordinatore. Fundraising Chairpersonf. Telephone Tree Chairpersong. Others as needed

2. Plan for Volunteer Awards monthlya. Idea: Host short award assembly at each battalion-level FRG Meeting.b. RDC/FRSA: Help by printing out and framing awards to be given each

month.c. RDC/FRSA: Work with brigade to implement incentive program.

Calendar1. With the deployment in sight, work with FRG members to plan your FRG events

for 6 months – 1 year. Take into account:a. Deployment datesb. EML windowc. Holidaysd. FRG Meetingse. School Calendarsf. Installation Calendars

1 month


Rear Detachment Responsibilities1. Compile and provide RD Roster to FRG Leaders, FRSA, and FRG Advisor.

(phone numbers, staff-duty numbers, RDC roster)2. Schedule Q&A session with Family members closer to deployment.3. Meet with FRG Leaders at least monthly to provide support system to our leaders

and making sure issues are being addressed in a timely manner.a. Review timeline each month to see if meetings need to be more frequent.

4. Review Red Cross Message procedure to ensure rear and forward are talking and sharing the information.

5. Identify at-risk Soldiers, Families and provide the extra help they may need to prepare.

6. Help verify information on FIS. Add line leaders to help, FRSA.

Deployment Brief (FRSA and RDC)1. Plan battalion-wide deployment briefings.2. Arrange date, time, and location.3. Arrange for agencies to be present:

a. FRG Tables: i. Meet-and-Greet FRG Leadersii. roster checkiii. FIS completioniv. volunteer sign-up

b. Other agencies: i. ACSii. CYS for registrationiii. JAG for POAs, willsiv. Military Family Life Consultantsv. Operational Securityvi. DD93 Formvii. Family Advocacyviii. Financeix. Red Cross

c. Introductions: Commander, RDC/NCOIC, CFS, Chaplain, & FRG Leadersd. Distribute deployment guide.e. Send letters to the parents or geographically dispersed spouses, with RD

contact information, possibly picture of their Soldier with their first in line leader.

Commander/FRG Leader Meeting1. Plan at least one face-to-face meeting before the deployment to discuss FRG

related issues.a. Communication during deployment

i. Email weekly if at all possibleii. Set a date and time (example: Each Friday by midnight)

b. Commander Updates


i. Email weekly to be posted on vFRG websiteii. Include in FRG Newsletter

c. Guidance from commanderi. Ensure that it is clear what should be handled by RDC, FRSA, FRG

Advisor, and FRG Leaderii. Rumor Control – discuss best ways to counter rumors.

d. Review ideas for successful deployment. See Appendix 7 - Lessons Learned on running a successful FRG during deployment.


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HIGHER HEADQUARTERSServes as POC for battalion FRG AdvisorAttends Battalion FRG Steering CommitteeCARE TEAM/GO TEAMServes as POC for unit Care TeamMaintains unit roster of Care TeamServes as “GO” Team memberExplains Care Team to FRG membersEMAILMaintain email distribution listForward information from BN, BDETELEPHONE TREEMaintain Telephone TreeActivate Telephone Tree regularlyUNIT NEWSLETTERCreate unit newsletterDistribute unit newsletter ( via email)Distribute unit newsletter (hard copies)UNIT WEBSITE (vFRG or AKO)Update unit websiteFRG MEETINGSPlan FRG Meetings (time/date/location)Plan speakers/content for FRG MeetingsArrange for childcareArrange for food (potluck, order out)Arrange for special events/activitiesFRG FUNDSMaintain bank account and budgetServes as POC for Funds AuditFUNDRAISINGPlans unit fundraisersCoordinates PR for fundraisersServes as POC during fundraiserMaintains funds raised

Roles and Responsibilities

Appendix 1 - FRG Leader Roles and ResponsibilitiesFRG Leaders: Use this page to identify specific individuals to serve as the primary POC for each of these responsibilities.


Appendix 2 – Communication Log for FRG Leaders and Key Callers

Soldier NameSpouse Name Home Phone:

Work Phone:Cell Phone:Other:Email:

NOTES

RECORD OF STANDARD PHONE CALLSDay Date Time Message Telephone Check

Use the “Contacts” below to record special issues, items that need follow-up, or any other information that is out of the ordinary.

Contact #1

Day: Date: Time:_____ Welcome to the Unit _____ Follow Up/Other

NOTES


Contact #2Day: Date: Time:

_____ Issue or Concern _____ Follow Up/OtherNOTES








Appendix 3 – FRG Volunteer Key Caller Job Descriptions

FAMILY READINESS GROUP VOLUNTEER KEY CALLER JOB DESCRIPTION

POSITION TITLE: FRG Telephone Tree Key CallerRESPONSIBLE TO: FRG Leader or Telephone Tree ChairpersonPURPOSE: Gather and disseminate information

JOB DESCRIPTION:— Calls each of the assigned families on their POC Telephone Tree branch;

reports any discrepancies in the information on the list— Passes important information to assigned families— Telephones spouses occasionally when troops are in garrison and twice

monthly during deployments— Annotates the Telephone Tree with any changes, and informs the

Telephone Tree chairperson or FRG leader— Fields calls from assigned families, and answers questions or directs

callers to appropriate resources; provides accurate, timely information

— Fields emergency calls and assists the families involved— Welcomes new families assigned to the POC’s Telephone Tree branch— Maintains confidentiality, discourages gossip, and dispels rumors— Reports serious matters to Telephone Tree chairperson or FRG leader— Keeps a careful log of calls received, made, and their results

TIME REQUIRED: Two to six hours per week; six-month to one-year commitment

QUALIFICATIONS & SPECIAL SKILLS:— Good telephone/communication skills— Knowledge of community resources and crisis intervention— Concern and empathy for others; calm under stress

RECOMMENDED TRAINING:— Operation READY courses— AFTB Levels I-III— Key Caller Handbook— Similar courses and/or past experience


FAMILY READINESS GROUP VOLUNTEER TELEPHONE TREE COMMITTEE CHAIRPERSON JOB DESCRIPTION

POSITION TITLE: Telephone Tree Committee ChairpersonRESPONSIBLE TO: FRG Leader or CommanderPURPOSE: Provide personal contact to keep FRG spouses informed

JOB DESCRIPTION:— Prepares the unit telephone tree from the unit alert roster and information

from first sergeant and FRG questionnaires

— Recruits and trains telephone points of contact (POC), at least one per platoon or, alternately, enough to assign 5–8 families each

— Assigns POCs to platoons or 5–8 family groups each— Coordinates regularly with FRG leader and welcome committee

chairperson, and updates Telephone Tree with new families— Supervises testing of the FRG Telephone Tree at least monthly while

troops are home and twice monthly while deployed— Passes important information to POCs for families— Fields calls from POCs with questions or reports of incidents— Reports any significant incidents to FRG leader or commander— Reviews POC phone logs, reports, and volunteer time logs— Prepares monthly reports and submits to FRG leader— Maintains confidentiality, and discourages rumors and gossip— Keeps a careful log of calls received, made, and their results

TIME REQUIRED: Two to four hours per week; six-month to one-year commitment

QUALIFICATIONS & SPECIAL SKILLS:— Good telephone/communication skills— Knowledge of community resources and crisis intervention— Concern and empathy for others; calm under stress

RECOMMENDED TRAINING:— Operation READY courses— AFTB Levels I-III— Similar courses and/or past experience


Appendix 4 – Key Caller Handbook

INSERT KEY CALLER HANDBOOK HERE


Appendix 5 – Care Team Volunteer Forms and Information

Care Team Volunteer Form

TrainingTracker

Care TeamVolunteer Options

Volunteer Name

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Care Team Plan of Action

Order of events:


Chief of Staff or S1 calls <BCT> RDC.

<BCT> RDC makes two calls:

BCT GO POCand

BN RDC.Check Team rosters.

BCT GO POC calls the BN GO POC.

BN RDC calls the SOLDIER GO POC.

SOLDIER GO POC coordinates with BCT GO POC to meet before going into the home of the family.

Casualty occurs in Iraq.IF it is a <UNIT> Soldier, the

following will occur:

BN POC notifies Care Team Coordinators of casualty.

Care Team Coordinators make plans to support the Family, based on their requests.

<BCT> Chaplain Information:<Chaplain Name> will also visit the family’s home after the official notification. His phone number is NUMBER HERE.

BN POC coordinates with BCT GO POC to meet before going into the home of the family.

GO TEAM meets at predetermined

location.

Reviews procedure. Goes into the home to

determine needs.

PNOK Casualty

Notification

“GO” Team

BN Care Team Coordinators

Phone #1 Phone #2BCT Rear Detachment Commander

BN Rear Detachment Commander

Primary Soldier GO Team POC

Secondary Soldier GO Team POC

2BCT GO POC

Primary Battalion GO POC

Alternate Battalion GO POC

Name Co Address Telephone Email addressBCT GO

POCBattalion GO POC

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This roster contains CONFIDENTIAL information. Do NOT disseminate.

Appendix 6 – How to Register for our vFRG

How to Register for our vFRG Website


Visit the unit website (virtual FRG) at www.armyfrg.org. This is where you will find the most current, accurate information about our battalion. You can locate battalion and battery level FRG contacts, meeting dates, and deployment-related information.

If you have an existing account on the vFRG system and already have a USERNAME and PASSWORD, follow these instructions to subscribe to our vFRG website:

1. Go to www.armyfrg.org.2. Click “Login.”3. Enter your USERNAME and PASSWORD.4. Once logged in, click “Find an FRG” in the left-hand navigation bar.5. Select State/OCONUS location.6. Select unit name: Unit Name

If you are a FIRST-TIME user on the vFRG system and do NOT have an account, please follow these instructions to register on the system and subscribe to our unit vFRG website:

1. Go to www.armyfrg.org.2. Click “Register here.”3. Select State/OCONUS location..4. Select our unit name: Unit Name.5. Select your account type: “Soldier” or “Family Member.”6. Complete registration information, including entering the Soldier’s full name and

last 4 digits of the Soldier’s SSN.

If you are a Soldier and your name is listed in the unit’s “Soldier Database,” your subscription will be automatically approved.

If an approved Soldier lists you as a “sponsored user” on the system; your subscription will be automatically approved.

If you do not fit into one of these two categories, your subscription will be sent directly to the unit’s site administrators to review, verify, and approve.

Technical Support Help:If you receive a “Soldier Not Found” error, that means your Soldier’s information is either not in the Soldier Database or you are not entering an EXACT match. For example, if “Joe Smith” is entered for “Joe Smith, Jr.” the system will provide an error. Use “Contact Us” on the www.armyfrg.org homepage for assistance.

Questions? Contact the Unit Family Readiness Support Assistant:FRSA NAMEPHONE, EMAIL

Appendix 7 - Lessons Learned on running a successful FRG during deployment

Before the deployment:


http://www.armyfrg.org/




Rosters: Before your Soldiers leave, make sure that the rosters are updated. This sounds easy, but if it is not done you will not want to do it the day after your own spouse leaves. Find out how many spouses will be leaving the area and get contact information (use the “Family Leave Form.”).

AKO Accounts: For spouses who do not have e-mail, encourage them to open an AKO account before the Soldiers leave. They can open one later, but it will be harder. They can also IM on the AKO site.

Single Soldiers: Don’t forget about contacting the Families of your single Soldiers. It might be easier to send a newsletter to all of the Families letting them know who you are and what an FRG is. Remember that if you make phone calls to Family members, they may be expecting anyone calling from the Army to have bad news, so reassure them right away.

Secondary Phone Numbers: It is helpful to have a secondary contact for each Soldier. This is especially needed if a Soldier and spouse get divorced during the deployment.

Money: Fundraise before the Soldiers leave so that you can enjoy using the money during the deployment. T-Shirts are a great fundraiser, especially if the Soldiers will be allowed to wear them in Iraq for PT.

During the Deployment:

Updates: It can be hard to keep track of Soldiers who move from one company to another during the deployment. Try to set up weekly e-mail updates between the FRG leader and the Commander to keep the rosters current.

Cell Phones: There will be many Soldiers who will talk to their spouses daily on personal cell phones. The FRG leader will hear more about these conversations than the Commander. If the Soldiers are giving their spouses information that sounds classified, please pass that on to the Commander.

Goodie Bags: Soldiers love getting goodie bags from the FRG (or from anyone for that matter!). Let the spouses bring the treats and fill them at a meeting and then use your FRG funds to ship them. The schools in this area have already given a lot to the Soldiers, but if you go to Belton or Temple and ask the teachers they might help with this. You can also ask the unit sponsor to help.

After the Deployment:

Hotels: Families of the single Soldiers will be coming to town during redeployment. It is helpful to make a list of hotels that are close by and see if you can get a discount rate for Families of your unit.

Continue: It is hard to want to do any business when the Soldiers return, but be sure to keep your rosters current. Soldiers will be moving quickly, going to schools, PCS, ETS, etc. If you get too far behind, it will be a big job for the next FRG leader. If you will be leaving, try to have a replacement in place before redeployment.


FRG Road to Deployment

Education

Transcript of FRG Road to Deployment